Job Description

 Job Summary

The Estate Manager will be responsible for the overall management, operation, maintenance, security, cleanliness, landscaping, common areas, facilities, and day-to-day administration of the residential/commercial estate.

The role requires effective coordination with residents, tenants, vendors, contractors, security personnel, housekeeping teams, maintenance staff, and internal departments to ensure that the property is maintained to a high standard and all facilities operate efficiently.

Key Responsibilities

A. Estate & Property Management

• Manage the day-to-day operations of the assigned residential/commercial estate.
• Ensure proper upkeep and maintenance of common areas, buildings, roads, parking areas, gardens, amenities, and other facilities.
• Conduct regular inspections of the property and identify maintenance or operational issues.
• Ensure timely resolution of property-related complaints and service requests.
• Maintain high standards of cleanliness, hygiene, safety, and presentation across the estate.
• Ensure all estate facilities are operational and maintained as per company standards.

B. Maintenance & Engineering Coordination

• Coordinate with the engineering/maintenance team for electrical, plumbing, civil, HVAC, DG, lift, fire-fighting, STP, WTP, and other services.
• Monitor preventive and breakdown maintenance activities.
• Ensure preventive maintenance schedules are followed.
• Maintain records of equipment, AMC contracts, maintenance schedules, and breakdown reports.
• Coordinate with external agencies for specialized maintenance works.
• Monitor utility consumption and identify opportunities for cost optimization.

C. Housekeeping & Cleanliness

• Supervise housekeeping operations and ensure cleanliness of common areas.
• Monitor housekeeping manpower, attendance, deployment, and performance.
• Ensure proper cleaning of lobbies, corridors, staircases, parking areas, roads, amenities, washrooms, and other common facilities.
• Ensure adequate availability of cleaning materials and equipment.
• Conduct regular housekeeping audits and take corrective action where required.

D. Security & Safety Management

• Supervise security operations in coordination with the Security Agency/Security Head.
• Ensure proper deployment of security guards at entry/exit gates and critical locations.
• Monitor access control, visitor management, vehicle movement, and security protocols.
• Ensure CCTV systems and other security equipment are functional.
• Coordinate emergency response during fire, accidents, security incidents, or other emergencies.
• Ensure compliance with fire safety and other applicable safety requirements.
• Conduct regular security and safety inspections.

E. Landscaping & External Area Management

• Ensure proper maintenance of gardens, lawns, plants, trees, and landscaped areas.
• Supervise gardening manpower and contractors.
• Monitor irrigation systems and water usage.
• Ensure timely pruning, plantation, fertilization, pest control, and other landscaping activities.
• Maintain the overall aesthetic appearance of the property.

F. Resident / Tenant Relationship Management

• Act as the primary point of contact for residents/occupants regarding estate-related operational issues.
• Handle complaints and ensure timely resolution.
• Maintain professional and courteous relationships with residents, tenants, and occupants.
• Coordinate with the CRM team for handover-related and post-handover issues, wherever applicable.
• Organize regular meetings with residents' representatives/RWA/association, as applicable.
• Maintain records of complaints, actions taken, and closure status.

G. Vendor & Contractor Management

• Manage vendors, contractors, facility management agencies, housekeeping agencies, security agencies, and maintenance service providers.
• Monitor contractor performance against agreed service standards and SLAs.
• Verify manpower deployment and service quality.
• Review work completion and service reports before recommending bills for processing.
• Coordinate renewal and administration of AMCs and service contracts.
• Identify opportunities for cost reduction without compromising service quality.

H. Budget & Cost Control

• Prepare annual and monthly estate maintenance budgets.
• Monitor expenses against approved budgets.
• Control operational costs related to electricity, water, manpower, repairs, housekeeping, security, landscaping, and other services.
• Review vendor quotations and support procurement decisions.
• Ensure optimum utilization of estate resources.

I. Statutory & Compliance Management

• Ensure compliance with applicable statutory and safety requirements related to estate operations.
• Maintain necessary licenses, certificates, inspection reports, and statutory records.
• Coordinate inspections by government authorities and statutory agencies.
• Ensure fire safety systems, lifts, electrical systems, DG sets, and other regulated facilities are maintained and inspected as required.
• Maintain proper documentation and records for audits.

J. Documentation & MIS

• Prepare daily, weekly, and monthly estate management reports.
• Maintain records of complaints, maintenance activities, incidents, manpower, utilities, expenses, and vendor performance.
• Prepare property inspection reports and action-taken reports.
• Submit regular MIS to senior management.
• Maintain asset registers and equipment maintenance records.