Property Sales Executive

JOB DESCRIPTION – PROPERTY EXECUTIVE

Department: Administration / Property Management
Designation: Property Executive
Reporting To: Administration Manager / Management
Location: Mumbai
Industry: Shipping / Commercial Real Estate / Corporate Administration

1. Job Summary

The Property Executive will be responsible for managing the company's property-related activities, including commercial property leasing, rental agreements, tenant coordination, property maintenance, documentation, rent collection follow-ups, and coordination with landlords, tenants, contractors, and service providers. The role requires strong administrative, communication, negotiation, and coordination skills to ensure efficient property operations and maintain proper records.

2. Key Responsibilities

A. Property Management and Leasing

• Manage the company's owned, rented, and leased commercial properties.

• Coordinate property inspections, site visits, tenant enquiries, and leasing activities.

• Handle rental negotiations and coordinate the preparation and renewal of Leave and License Agreements, lease agreements, and rental MOUs.

• Maintain records of property details, carpet and built-up areas, rental values, security deposits, and agreement expiry dates.

• Coordinate with property consultants, brokers, landlords, tenants, and prospective clients.

B. Rent and Financial Administration

• Monitor monthly rental payments, outstanding dues, security deposits, and lease renewals.

• Follow up with tenants for pending rent and other recoverable charges.

• Prepare and maintain rent sheets, rental statements, and property-wise financial records.

• Verify rental invoices, maintenance bills, utility bills, and vendor invoices before submitting them for approval.

• Coordinate with the accounts department regarding rent receipts, GST invoices, payments, and reconciliations, as applicable.

C. Facility and Maintenance Management

• Coordinate repairs, renovation, painting, plumbing, electrical work, air-conditioning, CCTV, and other property maintenance activities.

• Obtain and compare quotations from multiple contractors and vendors.

• Monitor Annual Maintenance Contracts (AMCs), preventive maintenance schedules, and service quality.

• Ensure housekeeping, cleanliness, waste disposal, parking areas, common areas, and security arrangements are properly maintained.

• Follow up on maintenance complaints and ensure timely resolution.

D. Legal Documentation and Compliance

• Maintain property-related documents, including ownership records provided by the company, lease agreements, Leave and License Agreements, rent receipts, and security deposit records.

• Track agreement expiry dates, renewal deadlines, notice periods, and contractual obligations.

• Coordinate with legal advisors, consultants, and relevant authorities for property-related matters.

• Support stamp duty, registration, insurance, and other applicable compliance requirements.

• Maintain confidentiality and ensure that property records are accurate and accessible to authorised personnel.

E. Tenant, Landlord and Vendor Coordination

• Act as the primary point of contact for landlords, tenants, brokers, contractors, and property service providers.

• Address tenant complaints and coordinate appropriate corrective action.

• Negotiate service rates and coordinate vendor appointments and work schedules.

• Maintain professional relationships with commercial real estate agencies to identify prospective tenants and suitable properties.

F. Reporting and Administration

• Prepare periodic MIS reports covering property inventory, rental income, outstanding payments, maintenance expenditure, vacancies, and agreement renewals.

• Maintain an updated property database and digital documentation system.

• Monitor property-related expenses against approved budgets.

• Submit regular status reports to management and highlight urgent issues requiring approval or intervention.

3. Qualifications and Experience

• Graduate in Commerce, Business Administration, Management, or a related field.

• Approximately 2–5 years of experience in property management, commercial leasing, real estate, or administration.

• Experience in rental documentation, tenant coordination, vendor management, and property maintenance is preferred.

• Knowledge of commercial lease terms, Leave and License Agreements, rent calculations, and basic GST documentation is an advantage.

4. Required Skills

• Strong communication, negotiation, and coordination skills.

• Good knowledge of MS Excel, Word, email, and property documentation.

• Ability to prepare rent sheets, MIS reports, and expense statements.

• Vendor quotation comparison and cost-control skills.

• Good follow-up, problem-solving, and time-management abilities.

• Ability to manage multiple properties and priorities independently.

• Attention to detail, professional conduct, and confidentiality.

5. Key Performance Indicators (KPIs)

Performance will be evaluated based on:

1. Timely collection follow-up for rental payments and outstanding dues.

2. Accurate maintenance of property records and rental statements.

3. Timely renewal of agreements and completion of documentation.

4. Effective control of property maintenance and operating expenses.

5. Timely resolution of tenant and maintenance complaints.

6. Quality of vendor selection and cost savings achieved.

7. Timely submission and accuracy of MIS reports.

8. Successful coordination of property leasing and occupancy activities.

6. Working Relationships

The Property Executive will coordinate with the Management, Administration, Accounts, HR, Legal Advisors, Property Consultants, Landlords, Tenants, Contractors, and Facility Service Providers.

Note: The employee shall perform other property-related and administrative duties assigned by management from time to time, consistent with the position.

• It is a Full Time Sales / Business Development job for candidates with 1 - 3 years of experience.