Role Overview
This role is held within Villa Care Ltd, a subsidiary of Homes Universal Ltd, reporting to the Head of Property Management/Head of Marketing & Listings. The Property Liaison Officer acts as the central nervous system connecting owners, marketers, operations, finance, and contracts.
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
1. 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.
2. CRM & Listing Application Management
- Upload property details accurately in the CRM application, including: 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- Audit CRM frequently to remove outdated or inactive listings.
3. Website & Digital Listings
- Ensure all eligible properties appear on: 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.
4. Stakeholder Communication & Liaison
- Serve as a central point of contact between: Property owners/landlords, Marketing team, Property managers, and Accounts.
- Provide owners with periodic progress reports (weekly/monthly).
- Escalate tenant complaints and feedback promptly.
5. Contract & Compliance Management
- Ensure all property contracts are legally vetted, signed by both parties, safely stored in digital and physical formats, and renewed before expiry.
- Enforce all organizational obligations: Listing right, Exclusivity where applicable, and Marketer commitment.
6. Marketing Team Support
- Provide marketers with: Updated property brochures, Availability schedules, Pricing updates, SOPs, and training.
- Coordinate property inspections and viewing schedules.
7. 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.
8. Data Quality & Reporting
- Maintain clean CRM data by removing duplicates, updating availability, adjusting prices, and tagging hot properties.
- Prepare weekly + monthly dashboards showing: New listings, Closed deals, Owner feedback, CRM usage metrics, and Performance by marketers.
9. Property Owner Retention
- Provide periodic outreach to: Build loyalty, Upsell Villa Care management services, Offer market advisory reports, and Share trend insights.
Required Education and Professional Training
Minimum Education:
- 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).
Preferred Professional Training:
- 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).
Skills & Competencies Required
Technical Skills
- CRM system proficiency
- MS Excel (pivot tables, validation)
- Website listings management
- Basic contract review competence
- Data analytics & reporting
- Familiarity with marketing collateral
Soft Skills and Core Competencies
- Excellent verbal & written communication
- Customer service orientation
- Negotiation skills
- Documentation accuracy
- Time management
- 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
- Proactive communication
- Knowledge of property cycles & tenancy procedures
- Understanding of commission structures
- Property onboarding workflows
- Market pricing and comparative analysis
- Real estate law and compliance basic
- Internal controls for documentation security
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.
Career Growth Path
- Senior Listings Coordinator
- Property Portfolio Manager
- Business Development Manager
- Regional Property Liaison Manager
