Property management assistant

Job Description

Role & responsibilities 1. Property Management Collate the data from team if any of our monthly invoices are due for payment. If yes, o Then prepare the list of invoices which is due with Amount, PO no, Month for which is pending and send to the finance team with approval from REPM o Will send TDS certificates to landlord upon requests o Process all our brokerage, documentation & Security invoices thru GSAP o Following up with AP to make sure that payment is released to the vendor on due date o Cancellation or Re-issue of DDs and sends it to SSSC team Chennai. o Simulation Validation report needs to be checked and confirm, If the report is not correct will highlight to the points if needs any clarification means o Deviation report of monthly rentals needs to be checked and confirmed. o If there is any escalations not highlighted in the deviation report will take immediate action towards it. o Focal for the documentation of our office records. o Will do POA’s franking after receiving the request for the same and will update the same. o Preparation of GPRF for all payments, like Property tax, Govt payments, Fund Request (MOU/ATL/ATS/ Stamp duty Registration Fee / Cess Fee o TDS payment request form 26QB only for FH property based on requirement. o Property Tax / TDS Quarter reports to the Compliance Team o Meeting Room Requests booking online. o Downloading of PO’s and sending to respective person who ever have requested. o Processing of All Real-estate related PR/Invoices/Payments as per requirements o Retrieval & Refill Request from Writers o Sending Property tax receipts to the NPM/ Retailers as and when it is received. o Share Lease deeds / Sale Deeds/ other documents based upon requirement to Tax Team on NPM’s request. o Asset master data creation template o IDD Process Reports o GSS Self Screening Report o Site Code Creation Requests and Maintenance. o Accrual reports Nextgen for Bank Charges 2. GSS Self Screening Report o To access the vendor and screening for the background verification. 3. GSAP Purchase Requisition Creation both Opex & Capex. o Purchase Requisition Deletion / Amendment to RTP Team. o Purchase Requisition enhancement of value to RTP Team. o WBS Creation/Amendment o Creation/Amendment of Service Entry Sheet based on the vendor respective service masters. o Deletion / Rejection of Service Entry Sheet based on the AP and NPM. o Preparing GPRF with correct GL, WBS and Cost Centre and send it to SSSC Team for payment. o Preparing TDS workings and seeking Tax team approval, post approval Initiating the TDS, GPRF and Form 26QB to AP Team. 4. VS&A – Vendor Master Creation Creation/ Deletion / Amendment / Activation of Vendor Records o Freehold / Leasehold / Government / Brokerage / Consultants vendors. o Send to Shell DS Team prior to initiating the request with the documents. o Post we receive the confirmation submit the request upload the supporting documents along with the DS Team confirmation 5. Property Tax NPM’s initiate request along with the supporting documents for approval to NDM o Post NDM approval mail initiate the request o Will check the amount against the notice received as well as last year payment done o In case of any anomalies will seek clarification like if any previous year payment is there, change in amount, Already Paid. o Preparing GPRF for coding o Sending requests for property tax payments to SSSC team* o After payment following up with AP to get the DD on time and send it to the Retailer to pay the Govt. o Maintaining property tax payment tracker o Payment process monitoring sheet. 6. GST Tax / Brokerage / Consultants Invoices NPM’s / Vendors will provide the hard copy of an invoice. o Cross verify the amount against the invoice which is received as well as last payment done. o In case if the invoices are in-accurate will inform the landlord to submit a fresh invoice with rectified details to respective NPM’s / Vendors. o imprint the authorization stamp & send to Chennai Scanning team for processing the payments. o Track the courier details once the invoice is sent it to the Chennai Office o Follow up with scanning team, if we dont receive the workflow for coding the invoice. o Maintenance of GST Rental invoices from the landlord whose threshold value is 20 lakhs. 7. TRIRIGA Business Entity Creation o Property Records Creation o Contract Creation o Once a record is initiated, post a day we will receive a notification with the SRF to our mail box. o Download the SFR and update the records based on requirement and upload them in share point post which MRD Team will initiate the request. o Post the creation of the SRF we will be notified, and the workflow will be sent for approver. Once the BE/PR/CON is activated RE billing team will be initiating the rental payments o If there is any BE/PR/CON change in rentals will amend the SRF and upload in share point. o If any TRIRIGA rental payment has to be blocked for the landlord, we will request the MRD team. o Any changes to the current BE, like if the area or sq.mt is not correct will update the same o After all the data is updated in TRIRIGA will receive the SRF in my inbox will upload the same in GLL and follow up with MRD team to complete on priority 8. Lease Rent Payouts o Maintaining of Lease Rent Register which has all sites rentals month wise o Receives RERAPP report every month for monthly rentals for our sites - * o If the details are correct will confirm to proceed with the update run for the details which are correct. o If the amount is not correct will update the request in TRIRIGA when I receive the SRF will upload the same in GLL and follow up with MRD team to complete on time so that payment should be paid on time to the landlord. 9. SharePoint Demand Notes to be uploaded(Property Tax) o Support Emails of Property Tax o Purchase Order of Real Estate o Property Tax Receipts of All States (Each Separate folder of state) o Security Weekly Reports & Monthly Invoice & Other related documents as advised o Upload day to day business transaction requests / Approval o Any Staff Off Boarding Emails. o Upload all the mails based on the requirement from the Real-estate Team Any Acquisition or Divestments folders to create and upload emails. o Every 1st of the month PPM Sheet to be uploaded. 10. Payment Processing Monitoring Sheet SharePoint File Plan Details (Constant) o Property Tax (Every month update) o Service Tax (Every Month Update) o Brokerage (Every Month Update) o Vendor invoices (Every Month Update) o Purchase Orders of Real Estate (As & when raised) o BOV Call Out (As & when raised) o SharePoint Uploads (As & when uploaded) o Property Tax as & When payment is processed with Amount date of processing and which Financials Year’s payment to be updated. o Legal Invoices. (As & when raised) o Legal fees ( To update as per Dinkar’s approval if there is any change) o Security Agreed Rates ( If there is any change then should be updated) o WBS Element Release Data Base _ If there is new WBS generated for Real Estate to be updated o Cost Centre List – If there is any new site created should be added. o WBS o WBS AUC Updation