Office Manager - Real Estate

Position Title: Office Manager

Location: [ Gachibowli- Hyderabad]

Reporting To: Managing Director

Employment Type: Full-time

Working Days: 6 Days (Monday to Saturday)

Experience Required: 2 6 Years

Education: Any Degree

Age Range: Around 35 Years

Industry Preference

Vehicle Requirement:

Driving license must

Position Summary:

The Office Manager will be responsible for the end-to-end management of multiple commercial properties, ensuring seamless operations, strong customer relations, effective vendor coordination, and timely maintenance of all facilities.

This is an individual contributor role that demands strong ownership, attention to detail, and multitasking capabilities. The candidate will act as the central link between tenants, property owners, vendors, and management, ensuring every property under the portfolio functions efficiently and meets business and client satisfaction goals.

Key Responsibilities:

. Property Operations & Site Management:

Oversee day-to-day management of 45 commercial properties across locations.

Conduct regular site visits to ensure all facilities (electrical, plumbing, housekeeping, and security) are fully functional.

Maintain checklists for property inspections, safety compliance, and upkeep standards.

Identify and report any maintenance issues promptly; ensure corrective action through vendors.

Ensure all utilities and services (electricity, water, internet, lifts, etc.) are operational with minimal downtime.

Supervise housekeeping and security staff performance indirectly through vendor leads.

Manage access control, signage, and parking arrangements for tenants and visitors.

. Tenant & Client Relationship Management:

Serve as the single point of contact for tenants regarding lease, maintenance, or service issues.

Address and resolve client concerns regarding property infrastructure, utilities, and services in a timely and professional manner.

Coordinate with clients during property renovations, modifications, or repairs and ensure proper closure of issues.

Maintain cordial and professional relationships with tenants to ensure long-term retention and satisfaction.

Assist in handling new tenant on boarding and exit formalities, including documentation and asset handover.

Sales & Lease Management:

Handle end-to-end leasing and rental activities for commercial spaces under management.

Assist in identifying new clients, scheduling property visits, and facilitating negotiations.

Prepare and maintain lease agreements, renewal records, and rent escalation trackers.

Coordinate with legal and finance teams for agreement finalization, stamp duty payments, and documentation.

Support the Managing Director in market research and competitor benchmarking for rental values.

Vendor & Maintenance Coordination:

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

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

Supervise the execution of maintenance and renovation work and ensure proper closure with documentation.

Manage vendor payments, maintain invoices, and ensure timely approvals from management.

Ensure all vendor compliance requirements (labour laws, service contracts, GST invoices, etc.) are met.

. Financial & Administrative Management:

Track monthly rental collections and ensure on-time receipt from all tenants.

Prepare rent collection reports, outstanding summaries, and monthly revenue statements.

Coordinate with the finance department for deposits, payments, and vendor billing processes.

Maintain accurate property-wise expense logs and ensure adherence to approved budgets.

Support in annual budgeting for property operations and maintenance.

New Property Procurement & Setup:

Assist the Managing Director in identifying new commercial properties for purchase or lease.

Conduct preliminary site assessments, document property details, and support due diligence activities.

Coordinate vendor alignment for renovation or setup of newly acquired properties.

Maintain a master record of all property-related documents, layouts, and vendor details.

Compliance & Documentation:

Ensure all property licenses, agreements, and renewals are up-to-date.

Maintain complete documentation for each property including AMC contracts, tenant agreements, and maintenance logs.

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

Required Skills and Competencies:

Excellent communication and interpersonal skills able to handle clients, vendors, and management with confidence.

Strong coordination and negotiation skills for vendor and client management.

Ability to handle multiple properties and priorities simultaneously.

Good understanding of commercial leasing processes and facility operations.

Proficiency in MS Office tools (Excel, Word, Email communication, reports).

Strong sense of ownership, accountability, and proactive problem-solving.

Customer-centric attitude with service-oriented thinking.

Ability to work independently under minimal supervision.

Basic understanding of budgeting, billing, and cost tracking.

Behavioural Attributes:

Professional appearance and conduct.

High integrity, reliability, and discretion when handling financial or client data.

Energetic, field-oriented, and willing to travel frequently for site supervision.

Ability to stay calm and efficient in fast-paced, demanding situations.

Strong time management and organizational skills.

Result-driven mindset with attention to quality and deadlines.

Performance Indicators (KPIs):

Timely collection of rents and zero arrears.

Client satisfaction and issue resolution within committed timelines.

Vendor service quality and adherence to budgets.

Property up time and maintenance quality.

Compliance accuracy (contracts, renewals, documentation).

Smooth coordination and reporting to management.

Why Join Us

This role offers an excellent opportunity for professionals seeking a challenging, autonomous role in real estate operations, where they can directly contribute to property performance, client satisfaction, and business growth. The role promises hands-on exposure, independence, and the opportunity to build deep expertise in end-to-end commercial property management.