Heritage City is a premium community living project built by Unitech in the mid-1990s. It is located on 24 acres and has 725 apartment blocks inside a gated community spread over 39 towers. It is centrally located in Gurgaon next to the MG Road Metro Station.

It has many amenities, including a community center, playgrounds, tennis/badminton /basketball courts, 24-hour security, 100% power backup, fire sprinklers, sprawling greens and landscaping, visitor parking, ATM, etc.

Heritage City Resident Welfare Association (HERWA) is a statutory association looking after the affairs of the colony. HERWA has a 15-member Board (BoM), which is elected every two years with executive members like the President, Secretary, Treasurer, etc. The BoM has several sub-committees to enable HERWA to function smoothly for the welfare of the community.

HERWA operations are managed by the Estate Manager (EM), who reports to the Secretary. The EM is supported by a cross-functional facility management in-house team supplemented with outsourced partners.

HERWA is looking to onboard the Estate Manager to improve its infrastructure, maintain the complex, and ensure the safety of the entire community. 

Qualification

• A qualified electrical/civil engineer from a recognised university.

Experience

• Over 10 year’s experience in the maintenance of group housing societies or large offices, buildings or institutions. Preferably worked as an Estate Manager for a few years.

Competencies

• Team Management – the ability to lead and motivate a team, problem-solving skills, and strong decision-making abilities.
• Communication skills - written and verbal, ability to interact effectively with residents, vendors, and staff, and customer service orientation.
• Interpersonal skills: handling complaints and feedback professionally, empathy, and understanding of residents’ needs.
• Organisation Skills – managing multiple tasks and projects simultaneously, as well as time management.
• Property Management knowledge and Technical Skills - rules and regulations around facility management, building systems (DG sets, plumbing, electrical, security and safety), and software like Mygate and MS Office.
• Financial acumen and negotiation skills – Prepare and manage budgets, negotiate contracts with vendors and service providers, and resolve conflicts and disputes.
• Emergency management – ability to handle unexpected situations and knowledge of emergency procedures and protocols.

A broad job description of the Estate Manager is listed Below:

• Responsible for the entire administration staff and the work they perform.
• Plan, direct and delivery of all property-related services and activities at the site. 
• Make daily inspections of the property and equipment to determine if Technical, Housekeeping, Security, Horticulture, Helpdesk, Pest Control and other services are adequate or where the repair work is needed. 
• Develop and implement missing checklists and processes for various maintenance activities.
• Periodically check/ amend checklist, operation steps, and spare parts consumption analysis. 
• Supervise any major/minor breakdown which will affect the residents of Heritage City.
• Coordinate with HERWA and individual building maintenance teams for any snags, defects and breakdowns.   
• Responsible for the overall upkeep of the site to a high standard of operations, maintenance and cleanliness. 
• Ensure that the ‘Daily Operations/ Management Report’ is sent to BOM HERWA
• Review all PPM schedules, logbooks & checklists, service records and test certificates.
• Coordinate with Annual Maintenance Contract (AMC) service providers for regular & breakdown maintenance activities.
• Implement safe work practices and ensure that team members/ vendors meet all safety guidelines/ requirements.
• Conduct regular training for the contractor/subcontractor staff and ensure that they are up to date with all the latest policies and guidelines.
• Ensure the processes are followed, and documents are maintained as per established standards.
• Ensures efficient and effective implementation of work processes and practices to optimise the workforce while ensuring the best results for HERWA BOM/residents
•  Ensure that the work environment is safe for all female employees. 

• Innovate, suggest and implement ideas across energy management, safety and community living.

• Coordinate with local authorities on behalf of HERWA. 
• Undertake regular reviews with the Secretary/BOM and highlight operational discrepancies, if any.
• Coordinate with BOM/Convenors for timely renewal of the contract. 
• Interact regularly with occupants, on a proactive basis, regarding any issues pertaining to the premise or any issues that they may have.

• Prepare correspondence, financial and other reports. Establish and maintain essential records and files. 
• Ensures that a fair process of purchase/procurement / sub-contracts is established and followed. The process must demonstrate a level playing field and ethical practices to ensure that public money is not arbitrarily misused and spent.
• Track with the accounts team to ensure that all client payments are received on time and vendors are paid by our accounts team as per the agreed-upon timeline.
• Maintain compliance with departmental security, audit procedures, and HERWA management policy.  
• Ensures 100% statutory compliance by contractors like ESI, PF, insurance, etc.
• Generates periodic MIS and ensures the timely submission and presentation of MMR (Monthly Management report)