The Property Liaison Officer role is based within Villa Care Ltd, a subsidiary of Homes Universal Ltd. This position reports to the Head of Property Management and Head of Marketing & Listings, and supervises Property Marketing Support, CRM Data Quality, and Assigned Marketers.
Job Purpose
To ensure smooth onboarding, documentation, and life-cycle management of all newly signed properties. This role guarantees 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 / video, and 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- Audit CRM frequently to remove outdated or inactive listings.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 the Villa Care website, partner portals, and 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, and traffic analytics.
Stakeholder Communication & Liaison
- Serve as a central point of contact between property owners/landlords, the Marketing team, Property managers, and 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, and safely stored in digital and physical formats.
- Ensure contracts are renewed before expiry.
- Enforce all organizational obligations, listing rights, and exclusivity where applicable, and marketer commitment.
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, and 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, and tagging hot properties.
- Prepare weekly and monthly dashboards showing new listings, closed deals, owner feedback, CRM usage metrics, and performance by marketers.
Property Owner Retention
- Provide periodic outreach to build loyalty, upsell Villa Care management services, offer market advisory reports, and share trend insights.
Qualifications and Experience
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, or brokerage support.
- Experience working with multiple stakeholders (marketers, landlords, tenants, accounts).
Required Skills & Competencies
Technical Skills
- CRM system proficiency.
- MS Excel (pivot tables, validation).
- Website listings management.
- Basic contract review competence.
- Data analytics & reporting.
Soft Skills & Core Competencies
- Excellent verbal & written communication, customer service orientation, and negotiation skills.
- Documentation accuracy, time management, and ability to work under pressure and deadlines.
- Detail-oriented data accuracy, high integrity & confidentiality, strong coordination & follow-up discipline, owner relationship management, problem solving & conflict resolution, and proactive communication.
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.
Tools & Software Knowledge (Advantageous)
- CRM listing applications, Digital property portal, Google Workspace, Microsoft Office Suite, Basic graphic editing (optional), Cloud storage tools (Drive, Dropbox).
Summary of the Role
The Property Liaison Officer is the central nervous system connecting Owners, Marketers, Website & CRM, Finance, Contracts, and Operations, ensuring Villa Care captures more properties, sells/lets faster, pays commissions smoothly, retains landlords, maintains database integrity, and enhances brand professionalism.
