Office Manager - Real Estate

Key Responsibilities

Property Operations & Site Management

Oversee day-to-day operations of multiple commercial properties across locations.

Conduct regular site inspections to ensure electrical, plumbing, housekeeping, security, and other facilities are functioning effectively.

Maintain inspection checklists to ensure safety compliance and upkeep standards.

Identify maintenance issues and coordinate with vendors for timely resolution.

Ensure uninterrupted operation of utilities and services including electricity, water, internet, lifts, and other essential services.

Supervise housekeeping and security services through vendor teams.

Manage access control systems, property signage, and parking arrangements.

Tenant & Client Relationship Management

Act as the primary point of contact for tenants regarding maintenance and service-related issues.

Address tenant concerns professionally and ensure timely resolution.

Coordinate with tenants during renovation, repair, or modification activities.

Support tenant onboarding and exit processes including documentation and asset handover.

Maintain strong tenant relationships to ensure long-term occupancy and satisfaction.

Sales & Lease Management

Support leasing and rental activities for available commercial spaces.

Identify potential clients, schedule property visits, and assist in negotiations.

Maintain lease agreements, renewal schedules, and rent escalation tracking.

Coordinate with legal and finance teams for agreement finalization and documentation.

Conduct market research and competitor benchmarking for rental pricing.

Vendor & Maintenance Coordination

Identify, onboard, and manage vendors for services including electrical, plumbing, painting, housekeeping, pest control, and security.

Evaluate vendor quotations, negotiate terms, and ensure quality service delivery.

Supervise maintenance and renovation work and ensure proper closure documentation.

Manage vendor invoices and coordinate approvals for payments.

Ensure vendor compliance with contracts, labour regulations, and GST documentation.

Financial & Administrative Management

Track monthly rent collections and follow up on pending payments.

Prepare rent collection reports, outstanding payment summaries, and revenue reports.

Coordinate deposits, vendor billing, and payment processes with finance teams.

Maintain property-wise expense tracking within approved budgets.

Assist in preparation of annual operational and maintenance budgets.

New Property Procurement & Setup

Support identification and evaluation of new commercial properties for lease or acquisition.

Conduct preliminary site assessments and documentation for due diligence.

Coordinate vendors for renovation and operational setup of new properties.

Maintain master records of property documentation, layouts, and vendor details.

Compliance & Documentation

Ensure property licenses, lease agreements, and regulatory renewals are updated on time.

Maintain records including AMC contracts, tenant agreements, and maintenance logs.

Support compliance with municipal, fire safety, and statutory regulations.