Society Manager

Organization: Park Island Co-Operative Housing Society

Experience: 4–12 Years

Location: Pune, Maharashtra

Employment Type: Full-Time

About the Role :

The Society Manager is the primary operational and administrative authority responsible for the day-to-day management of Park Island Co-Operative Housing Society. This role ensures seamless functioning of society operations, compliance with Maharashtra Co-operative Societies Act, 1960, and delivery of a high-quality living experience for all residents.

Key Responsibilities

Administration & Governance

• Manage all society administrative functions including correspondence, record maintenance, and documentation
• Coordinate and support the Managing Committee in conducting Annual General Meetings (AGMs), Special General Meetings (SGMs), and Committee meetings
• Maintain statutory registers, minute books, share certificates, membership records, and society bye-laws in compliance with MCS Act, 1960
• Liaise with the Registrar of Co-operative Societies, local municipal bodies (PMC/PCMC), and statutory authorities as required
• Handle inward/outward communications, notices, and circulars to members

Finance & Accounts

• Prepare and monitor the annual budget in coordination with the Managing Committee and Treasurer
• Oversee maintenance billing, collection of maintenance charges, and timely follow-up on dues
• Maintain accounts, vouchers, and financial records; coordinate with the society auditor for annual audits
• Process vendor payments, utility bills, and contractor invoices within approved limits
• Ensure timely filing of returns — GST, TDS, property tax, and other statutory obligations

Facility & Infrastructure Management

• Supervise maintenance of common areas, building structure, lifts, water supply, STP, fire safety systems, electrical panels, and CCTV
• Plan and execute Annual Maintenance Contracts (AMCs) for key equipment and services
• Coordinate repair and renovation work — flooring, waterproofing, painting, civil repairs — through the tendering and approval process
• Monitor housekeeping, security, horticulture, and pest control staff/vendors
• Ensure availability and quality of utilities including water tanker management, borewell, and backup power

Vendor & Contractor Management

• Float tenders, obtain comparative quotations, and prepare recommendations for Committee approval
• Onboard and manage service vendors — security agency, housekeeping, landscaping, AMC contractors
• Track SLAs, quality of service, and vendor performance; escalate issues as needed

Resident Relations & Grievance Handling

• Act as the first point of contact for resident queries, complaints, and service requests
• Maintain a structured grievance log and ensure timely resolution and closure
• Handle member NOC requests — sale, lease, bank loans, flat transfers — per bye-laws
• Manage move-in/move-out procedures, parking allotment, and access control systems
• Communicate society updates, maintenance schedules, and notices via WhatsApp groups, notice boards, or resident apps

Compliance & Legal

• Ensure adherence to society bye-laws, fire NOC, occupancy certificate conditions, and building regulations
• Coordinate with legal counsel for pending disputes, recovery of dues, or arbitration matters if any
• Maintain insurance policies — building, D&O, third-party liability — and ensure timely renewals
• Ensure staff statutory compliance — PF, ESIC, gratuity, minimum wages as per Maharashtra labour laws

Staff Management

• Recruit, onboard, and supervise society staff — security guards, housekeeping, maintenance technicians
• Maintain attendance, leave records, and payroll coordination for on-roll staff
• Conduct periodic performance reviews and address disciplinary matters per applicable norms