Property Manager

JLL; Mumbai; On-site; INR 900,000 - 1,300,000; Full time

Job summary

JLL in Mumbai is seeking a Property Manager to oversee a residential site, ensuring smooth operations, compliance, and efficient facility management. You will manage building services, coordinate with contractors, tenants, and engineers, and deliver timely reports and cost controls.

The role requires hands-on leadership, daily site rounds, budgeting support, and implementation of preventive maintenance programs to guarantee safe and reliable operations for residents and clients.

Job description

Position: Property Manager, Mumbai
Business: Property and Asset Management, Mumbai.

What This Job Involves

You will be in charge of the entire bouquet of Property Management Services provided at the site. Your role will be to ensure smooth operations at the facility/site by enhancing efficiency using innovation and technology. Your role will encompass and not be limited to:

• Ensuring manpower at the site is enabled to face challenges by guiding, grooming, developing and supporting them as and when required.
• Overseeing all building systems including fire/life safety, MEP and all critical utilities.
• Ensuring the documentation of assets under asset list/ tracker.
• Ensuring the documentation and checking of the assets under defect liability period and AMC/CAMC in a tracker.
• Play a key role in managing Engineering operational accounts for buildings as required and assisting in budgeting.
• Recommending/implementing Asset specific maintenance, safety procedures and enforcing compliance
• To ensure all the planned preventive maintenance (PPM) are being timely carried out.
• Suggest and implement improvements for preventive maintenance programs as required.
• Coordinating with contractors, tenants and engineers.
• Maintaining service /repair contracts.
• Submit your site MBR data to the Operations Manager by the 1st of each month.
• Submit your site safety cross data to the Operations Manager, Fire & Safety SME, and EHS SME by the 1st of each month.
• Submit the attendance of service partners' teams with proper approval by the 1st of each month.
• Follow up with service partners for E-Invoices and approve them on or before the 4th of each month.
• Submit your site attendance and cost sheet to the client for approval by the 5th of each month.
• Upload the approved cost sheet on the Overview portal by the 5th of each month, informing the JLL finance and operations teams via email.
• Submit your site MMR by the 7th of each month.
• Submit KADence data on the Overview portal by the 10th of each month without fail.
• Submit CIEL staff attendance to CIEL HR by the 15th of each month.
• Follow up with CIEL HR for their invoice and approve it on or before the 20th of each month.
• Follow up with the finance team for JLL invoices and submit them to the client with compliance documents and service reports on or before the 22nd of each month.
• Conduct JLL performance evaluations with the client and vendor partners by you on the 15th of each month.
• Maintain an invoice tracker and follow up with the client for outstanding payments, ensuring receipt within 45 days after submitting the JLL invoice.
• Conduct a MMR review with the client in the presence of the Operations Manager.
• Conduct Quarterly Business Reviews (QBR) and Annual Business Reviews (ABR) with the client in the presence of the JLL Operations Manager and City Lead.
• Raise requisitions on Workday for any resignations from JLL/CIEL site staff.
• Ensure that you and your subordinates mark attendance on the Overview portal daily and approve site staff attendance by the 15th of each month to ensure smooth salary processing.
• Initiate the contract renewal process two months before the site contract expires, including taking approval for the revised salary structure of JLL staff and sending it to the Operations Manager for further processing.
• Align candidates for the client interview process upon receiving a resignation from any site staff, ensuring a smooth handover and takeover process.
• Conduct daily site rounds and share observations with the client and JLL operations team, including an action plan.
• Ensure each Subject Matter Expert (SME) visits your site twice a year and submit audit closures within 15 days of completion. Review the audit report with the client in the presence of the respective SME.
• Be transparent with your Operations Manager regarding any site information and send daily reports via email/WhatsApp/phone. If your operation manager requests any data related to your site for submission to the RO team, please ensure that you provide the necessary details within 24 hours.
• Timely upload all vendor or AMC contract agreements in the Overview compliance module.
• Report any site incidents immediately to your Operations Manager and the JLL WhatsApp incident group. Upload the incident report with Root Cause Analysis (RCA) on the CMO portal within 24 hours.
• Handle resident service requests or complaints politely and diplomatically, taking feedback from residents or clients on every complaint.
• Maintain a site master tracker and send it to your Operations Manager every month on or before the 10th.
• Mark your and your subordinates' leaves on the Workday portal and email the client and Operations Manager for approval.
• Ensure no manipulation of site documentation or information and adhere to ethical standards; violations related to money, POSH, or the use of alcohol, tobacco, or drugs at the site will result in immediate termination.
• Conducting risk/root-cause analysis in case of system failures and breakdowns and creating corrective /preventive action plan.
• Reply to every email within 24 hours.
• Conduct subject matter training with the respective site HOD & site staff and upload the training data on the Overview portal.
• Ensure service partners conduct training for ground staff twice a month, collecting training attendance sheets and evaluations, and uploading the data on the Overview portal.
• Identify site loopholes in the site operations and discuss action plans and solutions with clients.
• Create a vendor pool through PAM activity groups, the JLL vendor database, and personal connections, ensuring submission of three proposals with vendor details to the client. Ensure vendors are registered with JLL or have written feedback from any site lead or Operations Manager.
• Implementing and administering inventory control programs for purchase of parts and utilisation.
• Assessing of the building operations and working towards mitigation of highlighted inherent risks.
• Prepare a 52-week Planned Preventive Maintenance (PPM) planner and implement it at your site.
• Implement JLL technology platforms such as Overview, Evolution, KADence, Compliance Portal, and CMO at your site, completing all tasks before escalation from the JLL RO.
• Send DMR and fill in PPM data on Evolution as per the schedule. Three escalations related to DMR & Evolution will result in a warning letter from your Operations Manager.
• Conduct fire mock drills at the site twice a year, ensuring fire tanks are full and fire & safety equipment is in good condition.
• Form an Emergency Response Team (ERT) and display daily updates of the ERT team at the site.
• Conduct handover and takeover processes from the developer’s project team or any previous agency as per the JLL HOTO checklist, informing JLL RO team and the client of any deviations.
• Implement all JLL manuals, SOPs, and safety plans at your site, and communicate the same with the client.
• Conducting regular inspections of operating MEP equipment systems; making necessary adjustments and managing controls as per requirements.
• Ensuring compliance with applicable codes, regulations, government agencies and company directives.
• Prepare an event calendar of festivals, ESG, and CSR activities for society engagement.
• Implement one best practice at your respective sites every month.
• Provide a revenue generation plan to the client and implement it at the site.
• Create Minutes of Meeting (MOM) for every meeting and provide updates on a weekly basis.
• Follow the to-do list or PM tracker which includes clients' concerns.
• Work closely with your site team and Operations Manager without losing your temper, avoiding harsh and abusive language with colleagues, seniors, and clients.
• Broadcast information before any event or activity to the client and send a newsletter after the event or activity.
• Coordinate and maintain the as-built drawing and transition document library.
• Formulating suitable budgeting controls and Monitoring SLA’s & KPI’s for JLL and outsourced agencies towards effective service deliverance.
• Maintaining service level agreements and keeping performance indicator scores above excellence.
• Ensuring timely renewal of the agreement, submission of invoices and follow-ups for the payments.
• Overseeing all vendor quotations and invoices.
• Ensure proper signoffs for attendance and all the required details for cost sheet submission.
• Ensuring timely submission of client approved cost sheet to JLL office and following up for the invoice.
• Ensuring Accuracy of billing information.
• Manpower planning for the site (playing a major role in their hiring process etc.).
• Conducting daily site rounds to ensure proper maintenance of all structures/ building facilities and services are carried out.
• Ensure proper teamwork for all the facilities.
• Assisting client SPOC in creating the annual budget for site operations and formulating strategies for effective management.
• Reviewing and ensuring data (hard and soft copy)/ e-mails/ client files are updated.
• Dealing with occupants’ queries in verbal/ written form.
• Ensuring robust complaint management process is in place and is followed meticulously
• Communicating and circulating information to occupants’ authorities on operational complications.
• Ensuring health and life safety regulations/ manuals are adhered on site
• All risk assessment recommendations are implemented and enforced for compliances.
• Creating business continuity plans.
• Resolving emergency maintenance matters with urgency.
• Maintaining exemplary relationship management with projects, consultants, contractors, govt. authorities, statutory agencies for ease and smooth operations and maintenance of the property.
• Creating and submitting the daily management report (DMR) and the monthly management reports (MMR).
• Coordinate and maintain the as-built drawing and transition document library.
• Work closely with the regional RO / HO / SME/ Training teams and ensure closures of all required reports.
• Please ensure that you wear a JLL uniform and conduct a daily site round of the property. Inform your operations manager and OBs of any deviations.
• Supervising security staff, assigning/monitoring work assignments and providing training in daily security procedures, customer service skills, basic life safety and first aid, etc.
• Maintaining and updating security policies, checklists and procedure manual.
• Physically patrolling the designated area (focusing on elevators, and all areas of ingress/egress); using surveillance equipment, access control points, and alarms. Control buildings access and monitor activities of visitors.
• Playing a key role emergency (i.e. fire, evacuations human crisis, etc).
• Monitoring and being a part of performance/ behavior related meetings regarding contract staff
• Implements and provides budgets relating to the security requirements and staffing.
• You will be responsible to accurate generation of common area maintenance, utility and other invoice, collection, updating in accounting software.
• Ensure the preparation of year-end expense reconciliation reports and monitor tenant collections/credits.
• Assist in annual budget preparation and year-end recoveries.
• and demand with relevant quality.
• Negotiating and administration of purchasing, manpower & AMC contracts.
• Administration and reporting as necessary
• Managing and administering the supplies contracts.
• Maintaining database of vendors / suppliers category wise
• Monitoring the helpdesk and customer service executives on a regular basis.
• Conducting timely Customer Feedback Surveys and sharing the reports with the client/management.
• Cooperating, coordinating and communicating with other departments to ensure good customer experience and sharing consolidated feedback reports with the team for improvement of services.
• Helping to ensure that any complaint/requests and/or emergencies are handled in an expeditious manner (as per JLL policies) and contact the proper authorities when needed.
• Being familiar with the building operating procedures manual (Lost and found, timings, id card application, permission forms etc.)
• Facilitate the services under the Slogan “No Safety No Work”.

Clients:

You will be working on a residential site, located at Mumbai.

Site dynamics:

• Work Schedule:
• Site team: e.g.: Property Manager +2
• Other details if any

Reporting:

You will be reporting to Operation Manager.