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Dy. Manager - Customer Relations

Brigade Group

Key Responsibilities

Lease Administration

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  • Review and process Lease Confirmation Forms based on the finalized Letter of Intent (LOI) to initiate the lease agreement process.
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  • Accurately create and maintain customer and contract details in the REFX system for all new and existing leases.
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  • Ensure that security deposit payments are properly recorded and promptly forwarded to the accounts department for further processing and compliance checks.
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  • Prepare lease deeds for execution, ensuring all terms are as per the LOI and company policies. Coordinate the signing process by sending the documents to relevant parties for signatures.
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  • Scan all completed documents and file them systematically, maintaining both digital and physical records as required by the company’s documentation protocols.
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  • Generate monthly invoices for tenants, ensuring accuracy and timely distribution. All invoices must be scanned and sent to respective parties on or before the 1st of every month.
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  • Conduct consistent follow-ups with tenants regarding overdue payments, maintaining a professional approach to collections and ensuring prompt resolution of outstanding dues.
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  • Account for all payments as they are received, updating records in REFX, and ensure these are communicated to and processed by the accounts department.
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  • Oversee and monitor the registration of lease deeds, ensuring all legal requirements are fulfilled and documentation is completed in a timely fashion.
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  • Send scanned copies of LOIs and executed lease deeds to the accounts department for record-keeping and internal reference.
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Coordinate with the accounts department to facilitate the release of agency commissions to IPCs (International Property Consultants) upon full receipt of security deposits from tenants. Ensure that all commission-related information is accurate and in compliance with internal guidelines.

Pass-Through Rent Management

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  • Upon receipt of rental payments from tenants, promptly post rental amounts in REFX for each respective investor. Prepare and send a detailed list to the accounts department to enable payment release to investors.
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  • Collect cheques from the accounts department for investor payments and ensure these are securely and promptly couriered to the respective investors, maintaining records of dispatch.
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  • Annually calculate interest on security deposits received from tenants, based on the prevailing State Bank of India (SBI) rate, and coordinate the release of interest cheques to the investors.
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  • Prepare and distribute Form 16 and rent statements to all investors annually, ensuring compliance with statutory requirements and maintaining transparency in financial dealings.
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  • Collect the lease management fee—calculated as 6 days’ rent plus applicable service tax—from each investor. This is to be adjusted against the rental payments made to them on an annual basis, with accurate accounting of all transactions.
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Facilitate pass-through rental payments as and when required, ensuring timely and accurate processing per investor agreements and company policy.

Management Information System (MIS) and Record-Keeping

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  • Ensure that all leases, including new agreements and renewals, are updated in the MIS (Management Information System) immediately to maintain real-time accuracy and facilitate seamless internal reporting.
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Maintain and update comprehensive digital and physical files for all lease-related documentation, ensuring easy retrieval and compliance with audit requirements.

Skills and Competencies

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  • Attention to Detail: Ability to manage complex documentation and financial records with precision.
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  • Technological Proficiency: Experience with real estate software, preferably REFX, and strong computer literacy in MS Office applications.
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  • Communication: Excellent verbal and written communication skills for liaising with tenants, investors, internal departments, and external partners.
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  • Organizational Skills: Capable of prioritizing tasks, handling multiple lease agreements simultaneously, and meeting stringent deadlines.
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Problem Solving: Analytical approach to resolving payment issues, discrepancies, or contractual queries efficiently.

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Team Collaboration: Ability to work cross-functionally with the accounts, legal, sales, and property management teams.