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.