Property Manager

B. J. A. ASSOCIATES JOB DESCRIPTION Job Title: Property Manager – Commercial Office Spaces Department: Property Management & Administration Reporting To: Management / Director Job Location: Kolkata Employment Type: Full-Time 1. Job Purpose The Property Manager will be responsible for the overall management, marketing, leasing and maintenance of commercial office spaces owned or managed by B. J. A. Associates. The primary objective of this position is to ensure maximum occupancy of available office spaces, generate prospective tenant enquiries, coordinate property visits, finalise rentals, collect monthly rent and ensure proper upkeep and maintenance of all properties. The candidate will be expected to independently handle property advertisements, digital marketing, tenant communication, rental follow-ups, documentation and day-to-day property supervision. 2. Key Roles & Responsibilities A. Property Marketing & Online Advertisements 1. Prepare and publish advertisements for vacant office spaces on various property portals, including: o 99acres.com o MagicBricks.com o OLX o Housing.com o NoBroker o Other relevant property listing websites and social media platforms. 2. Take high-quality photographs and videos of vacant office spaces, common areas, washrooms, corridors, entrances and other facilities. 3. Prepare attractive property listings mentioning location, carpet area, floor, rental amount, security deposit, facilities and other relevant details. 4. Regularly update property advertisements, rental prices, availability and photographs. 5. Ensure that advertisements remain active and receive maximum visibility. 6. Explore additional online and offline channels to generate rental enquiries. 7. Maintain a proper record of advertisements, enquiries and leads generated from different platforms. B. Lead Generation & Prospective Tenant Management 1. Handle incoming calls, WhatsApp messages and online enquiries from prospective tenants. 2. Follow up regularly with interested parties and convert enquiries into actual rentals. 3. Understand the requirements of prospective tenants regarding office space, area, location, budget and possession date. 4. Schedule and conduct property visits for prospective tenants. 5. Show available office spaces and explain rental terms, facilities and other conditions. 6. Negotiate rental terms within the limits approved by management. 7. Maintain a database of prospective tenants, including their names, contact numbers, requirements and follow-up status. 8. Follow up with prospective tenants until the property is rented or the enquiry is closed. C. Rental Agreement & Tenant Management 1. Coordinate the complete process of renting out office spaces under an 11-month Leave and License Agreement. 2. Collect the necessary KYC documents, identity proofs, photographs and other details from prospective tenants. 3. Coordinate preparation, execution and renewal of Leave and License Agreements. 4. Ensure timely collection of security deposits, advance payments and monthly rentals. 5. Maintain a proper record of all tenants, occupied spaces, rental amounts, security deposits, agreement dates and renewal dates. 6. Monitor expiry dates of agreements and initiate renewal discussions well in advance. 7. Coordinate with tenants regarding rent revisions, renewals, notices and vacant possession. 8. Ensure that tenants comply with the terms and conditions of their Leave and License Agreements. 9. Maintain proper tenant-wise files containing agreements, KYC documents, payment records and correspondence. D. Rent Collection & Accounts Coordination 1. Ensure timely collection of monthly rent from all tenants. 2. Send rent reminders before the due date and follow up on overdue payments. 3. Maintain a monthly rent collection register and tenant-wise payment records. 4. Issue rent receipts or coordinate their issuance as instructed by management. 5. Keep track of outstanding rent, security deposits, maintenance charges and other dues. 6. Immediately report delayed payments, defaults or disputes to management. 7. Coordinate with the accounts department for reconciliation of rent received through cash, cheque, NEFT, RTGS or UPI. 8. Submit a monthly rent collection and outstanding payment report to management. E. Property Inspection & Maintenance 1. Conduct regular inspections of all office premises, both occupied and vacant. 2. Ensure cleanliness and proper upkeep of vacant office spaces, common areas, corridors, staircases, washrooms and other shared facilities. 3. Supervise housekeeping staff and ensure that the premises remain clean and presentable. 4. Check the condition and functioning of electrical fittings, lights, fans, air conditioners, plumbing, water supply, doors, windows, locks and other facilities. 5. Identify maintenance requirements and arrange necessary repairs. 6. Coordinate and supervise electricians, plumbers, carpenters, painters, cleaners and other maintenance workers. 7. Obtain quotations for repair and maintenance work and seek management approval before incurring expenses. 8. Monitor the quality of repair work and ensure timely completion. 9. Maintain a record of all maintenance expenses, repair work and service providers. 10. Ensure proper functioning of lifts, fire safety equipment, CCTV, water pumps and other common facilities, wherever applicable. 11. Conduct regular checks to prevent water leakage, electrical hazards, structural damage and other property-related problems. F. Tenan