Back Office Operation Manager

An Operations & Maintenance (O&M) Manager in a cooperative housing society (especially under frameworks like the Maharashtra Cooperative Societies Act, 1960) is responsible for ensuring that all physical infrastructure, utilities, and support services of the society function efficiently, safely, and cost-effectively.

Here’s a structured breakdown aligned to real-world society operations:

1. Core Objective

Ensure uninterrupted functioning, upkeep, and lifecycle management of all society assets—while maintaining compliance, safety, and resident satisfaction.

2. Key Responsibility Areas

A. Infrastructure & Maintenance

Oversee maintenance of:

Buildings (civil, structural, waterproofing)

Electrical systems (DG sets, transformers, panels)

Plumbing & water systems (tanks, pumps, WTP, pipelines)

Lifts (AMC coordination)

CCTV footage – monitoring & maintenance

Plan and execute preventive and breakdown maintenance

Maintain asset registers and maintenance logs

B. Vendor & AMC Management

Finalize and manage AMCs (e.g., lifts, DG, firefighting systems)

Supervise contractors (housekeeping, security, gardening)

Track vendor performance through SLAs/KPIs

Validate bills and ensure contract compliance

C. Utilities & Resource Management

Monitor consumption of:

Electricity

Water

Diesel (DG)

Implement cost optimization measures

Ensure backup systems are functional (DG, water storage)

D. Safety & Compliance

Ensure compliance with:

Fire safety norms (equipment, drills, certifications)

Electrical safety audits

Lift inspections

Maintain statutory records and renewal timelines

Coordinate with local authorities when required

E. Staff Supervision

Manage on-ground teams:

Technicians

Housekeeping

Security (in coordination with agency)

Ensure proper duty rosters and attendance

Provide operational guidance and escalation handling

F. Resident Issue Resolution

Address complaints related to:

Maintenance issues

Common area services

Maintain complaint tracking system

Ensure defined TAT (turnaround time)

G. Projects & Capex Work

Execute major works like:

Painting

Waterproofing

Driveway repairs

Infrastructure upgrades

Coordinate with MC (Managing Committee) for approvals

Track budgets, timelines, and quality

H. Documentation & Reporting

Maintain:

Maintenance logs

AMC records

Asset register

Submit periodic reports to Managing Committee:

Status updates

Cost reports

Risk/issues log

3. Key KPIs (Performance Metrics)

Complaint resolution TAT

Preventive maintenance adherence (% completed vs planned)

Utility cost optimization (% reduction)

Equipment uptime (DG, lifts, pumps)

Vendor SLA compliance

Safety audit compliance score

Budget vs actual maintenance spend

4. Required Skill Set

Technical knowledge (civil, electrical, plumbing basics)

Vendor negotiation & contract management

Problem-solving and crisis handling

Basic financial understanding (budgeting, cost control)

Communication with residents and committee

Regulatory awareness (society laws, safety norms)

5. Typical Reporting Structure

Reports to: Managing Committee / Secretary / Chairman

Works closely with:

Accountant / Admin Manager

Security Supervisor

External vendors

• It is a Full Time Back Office / Data Entry job for candidates with 3 - 6+ years Experience.