Property Liaison Officer at Home Universal

Job Purpose

• To ensure smooth onboarding, documentation, and life-cycle management of all newly signed properties, guaranteeing that listings are accurately captured in the CRM/listing application, updated consistently, contract obligations are complied with, property owners are effectively engaged on progress, and Villa Care marketing teams are adequately equipped to drive sales, letting, and occupancy performance.
• The role ensures property visibility, database integrity, compliance, timely commission payments, and strong relations across internal and external stakeholders.

Key Duties and Responsibilities

New Property Onboarding

• Receive newly sourced properties from marketers or landlords and ensure full onboarding checklists are completed.
• Collect all required property documentation (ownership, photos, rent pricing, amenities, terms, service charge, commission terms, VAT implications, tenancy restrictions, etc.).
• Confirm the commission structures are agreed, signed, and filed.

CRM & Listing Application Management

• Upload property details accurately in the CRM application with:
• Full description
• GPS location
• Amenities
• Terms
• Images / videos
• Commission terms
• Ensure all marketers have real-time visibility of available units.
• Audit CRM frequently to remove outdated or inactive listings.

Website & Digital Listings

• Ensure all eligible properties appear on:
• Villa Care website
• Partner portals
• Social media property portfolios
• Update availability status when units are sold, reserved, or let.
• Work closely with the Digital Team for:
• SEO optimization
• Correct tagging
• Traffic analytics

Stakeholder Communication & Liaison

• Serve as a central point of contact between:
• Property owners/landlords
• Marketing team
• Property managers
• Accounts
• Provide owners with periodic progress reports (weekly/monthly)
• Escalate tenant complaints and feedback promptly.

Contract & Compliance Management

• Ensure all property contracts:
• Are legally vetted
• Signed by both parties
• Safely stored in digital and physical formats
• Renewed before expiry
• Enforce all organizational obligations:
• Listing rights
• Exclusivity where applicable
• Marketer commitments

Marketing Team Support

• Provide marketers with:
• Updated property brochures
• Availability schedules
• Pricing updates
• SOPs and training
• Coordinate property inspections and viewing schedules.

Sales, Commissions & Financial Tracking

• Track completed sales, leases, and rent collections.
• Liaise with the Accounts Department to ensure:
• Commissions are invoiced
• Payments processed
• Pending tasks followed up
• Maintain a live dashboard for sales vs. pending commissions.

Data Quality & Reporting

• Maintain clean CRM data by:
• Removing duplicates
• Updating availability
• Adjusting prices
• Tagging hot properties
• Prepare weekly + monthly dashboards showing:
• New listings
• Closed deals
• Owner feedback
• CRM usage metrics
• Performance by marketers

Property Owner Retention

• Provide periodic outreach to:
• Build loyalty
• Upsell Villa Care management services
• Offer market advisory reports
• Share trend insights

Education Requirements

• Minimum:
• Bachelor’s Degree in:
• Real Estate
• Property Management
• Business Administration
• Sales & Marketing
• Land Economics
• Urban Planning
• Customer Relations OR related fields
• Added Advantage:
• Professional Real Estate training certificate (EPRA, Estate Agency courses)

Professional Training (Preferred)

• CRM systems training (Zoho, Salesforce, REAMS, or equivalent)
• Real estate listing software operation
• Digital marketing fundamentals
• Client relationship management
• Property contract compliance & tenancy law basics

Experience Requirements

• 2–4 years’ proven experience in:
• Real estate agency
• Property administration
• Sales coordination or listings
• Brokerage support
• Experience working with multiple stakeholders (marketers, landlords, tenants, accounts).

Skills & Competencies Required

Technical Skills

• CRM system proficiency
• MS Excel (pivot tables, validation)
• Website listings management
• Basic contract review competence
• Data analytics & reporting

Soft Skills

• Excellent verbal & written communication
• Customer service orientation
• Negotiation skills
• Documentation accuracy
• Time management
• Ability to work under pressure and deadlines

Expertise Required

• Knowledge of property cycles & tenancy procedures
• Understanding of commission structures
• Property onboarding workflows
• Market pricing and comparative analysis
• Real estate law and compliance basics
• Internal controls for documentation security
• Familiarity with marketing collateral

Key Role Competencies

• Detail-oriented data accuracy
• High integrity & confidentiality
• Strong coordination & follow-up discipline
• Owner relationship management
• Problem solving & conflict resolution
• Proactive communication

Key Performance Indicators (KPIs)

• Time-to-onboard new properties (48–72hrs)
• % of CRM listings with clean, complete data
• Number of owner progress reports issued
• Turnaround time for contract documentation
• Website property update turnaround
• Marketing team satisfaction feedback
• Sales conversion support contribution
• Reduction of expired / stale listings
• Commission tracking accuracy
• Owner retention and repeat business rate

Expected Outputs

• Updated CRM property database
• Weekly & monthly owner feedback reports
• Updated website listings
• Accurate contracts repository
• Updated availability schedules sent to marketers
• Dashboards showing:
• New listings
• Closed leases/sales
• Commission status
• Property visibility analytics
• Property viewing logo

Tools & Software Knowledge (Advantageous)

• CRM listing applications
• Digital property portals
• Google Workspace
• Microsoft Office Suite
• Basic graphic editing (optional)
• Cloud storage tools (Drive, Dropbox)

Working Relationships

• Internal:
• Marketing Team
• Property Managers
• Finance & Accounts
• PR & Branding
• Digital Marketing Team
• Legal Department
• External:
• Property owners/landlords
• Prospective tenants/buyer
• Partner agencies
• Vendors (photographers, signage providers)

 Additional Role Expectations

• Train marketers on:
• CRM use
• Property inspection etiquette
• Owner relationship protocols
• Support property open days
• Assist in property launch campaigns
• Ensure company obligations are executed to standard

Career Growth Path

• Senior Listings Coordinator
• Property Portfolio Manager
• Business Development Manager
• Regional Property Liaison Manager

Summary

• The Property Liaison Officer is the central nervous system connecting:
• Owners
• Marketers
• Website & CRM
• Finance
• Contracts
• Operations
• Ensuring Villa Care:
• Captures more properties
• Sells/lets faster
• Pays commissions smoothly
• Retains landlords
• Maintains database integrity
• Enhances brand professionalism