Society Manager

Job Description: Society Manager

Society: Mangowoods Cooperative Housing Society Ltd., Pune

Position: Society Manager (full-time, on-site)

Reports to: Managing Committee, through the Secretary

Working hours:9:00 AM to 6:00 PM

Salary: 30000-35000

Purpose of the role: To run the day-to-day operations of the Society smoothly and in line with its bye-laws, the Co-operative Societies Act and the decisions of the Managing Committee and the General Body. The Society Manager keeps the accounts and records in order, manages staff and vendors, looks after the amenities, and is the first point of contact for members, contractors and government offices.

Key responsibilities

1. Bye-laws, rules and compliance

• Know the Society’s registered bye-laws and the Maharashtra Co-operative Societies Act and Rules, and apply them in daily work.
• Apply the Society’s rules and General Body decisions consistently to all members, including parking, noise, pets, renovation and use of common areas.
• Keep the statutory registers, notices, minutes files and records up to date, and have them ready for audit and inspection.
• Help prepare notices and papers for Committee meetings, the AGM and SGMs, under the Secretary’s direction.

2. Accounts and finance

• Maintain day-to-day accounts: receipts, payments, maintenance bills, arrears and ledgers, in the Society’s accounting software [name, e.g., Tally].
• Raise monthly maintenance bills, collect dues, follow up on defaulters and issue reminders as the Committee directs.
• Manage petty cash with a register and vouchers, and reconcile it regularly.
• Prepare bank deposits and payments, and keep bank reconciliations. Banking transactions need Committee-authorised signatories. The Manager prepares and follows up, and does not approve.
• Support the statutory audit with schedules and documents, and prepare monthly reports for the Committee.

3. Staff management

• Manage security, housekeeping, gardeners, lift and pump operators and other staff. Prepare duty rosters, check attendance and supervise performance.
• Handle leave, wages, bonus, PF and ESI and other staff-related paperwork [confirm which apply].
• Support recruitment, training and discipline, with the Committee’s approval.

4. Amenities and facility management

• Oversee the clubhouse, gym, garden, parking, lifts, water supply, STP, DG and other amenities.
• Run schedules for preventive maintenance, inspections and logs, and report faults promptly.
• Handle bookings and rules for common facilities.
• Keep the premises safe and clean, and coordinate security and emergency procedures.

5. Basic technical work

• Understand electrical and plumbing systems well enough to identify faults, judge urgency, check contractors’ work and avoid being overcharged.
• Keep records of meters, pumps, water tanks, fire-fighting equipment, lifts and other equipment, with service dates.

6. Vendors, contracts and negotiation

• Collect quotations, compare them, negotiate prices and terms, and recommend vendors to the Committee.
• Prepare and monitor AMCs and service contracts, such as lifts, DG, fire-fighting, pest control and security, and track renewals.
• Supervise work, certify completion, and check bills before payment.

7. Government agencies and utilities

• Coordinate with the Registrar’s office, the municipal corporation, electricity board, fire department, water supply, police and other agencies.
• Submit applications, returns and compliance documents, and follow up until they are closed.
• Keep track of licences, certificates and renewals, such as fire NOC, lift licences and insurance.

8. Member service and follow-up

• Receive complaints and requests through a complaint register or system, assign them, set a deadline, and follow up until closure.
• Update members on notices, circulars and decisions.
• Keep a polite, firm and neutral manner. Handle disputes by following the Society’s process and informing the Committee, without taking sides.
• Authority and limitsThe Manager acts on the Committee’s instructions and within the approved budget and spending limits [set limits].
• The Manager does not approve payments, sign cheques, change rules, allot parking or take any decision reserved for the Committee or General Body.
• The Manager reports exceptions, such as emergencies, legal notices and large expenditure, to the Secretary immediately.
• Qualifications and experienceGraduate, preferably in commerce, management or facility management.
• 3 to 10 years of experience managing a housing society, township or commercial facility, preferably in Maharashtra.10
• Working knowledge of Maharashtra cooperative society law and bye-laws.
• SkillsAccounting: Tally or similar, bank reconciliation, petty cash and basic GST and TDS awareness.
• Basic electrical and plumbing knowledge.
• Vendor management and negotiation.
• Staff supervision, clear written and spoken English and Marathi or Hindi, and use of MS Office.
• Honest, organised and able to remain calm and neutral under pressure.