Organization: Villa Care Ltd (Subsidiary of Homes Universal Ltd)
Department: Property Management & Marketing
Reports To: Head of Property Management / Head of Marketing & Listings
Supervises: Property Marketing Support, CRM Data Quality, Assigned Marketers
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 / video
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Audit CRM frequently to remove outdated or inactive listings.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 right
Exclusivity where applicable
Marketer commitment
Marketing Team Support
Provide marketers with:
Updated property brochure
Availability schedules
Pricing updates
SOPs and trainin
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 listing
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 basic
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/sale
Commission status
Property visibility analytics
Property viewing logs
Personal Attributes
Honest and ethical
Assertive, not aggressive
Positive attitude
Professional and presentable
Commercially minded
Strong follow-through culture
Tools & Software Knowledge (Advantageous)
CRM listing applications
Digital property portal
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/buyers
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