Contracts, Master Data & Transaction Coordination Officer

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Maintain relevant property documentation, including ownership documents, permits, inventory records, compliance documents, and maintenance information.

• Coordinate with property owners and building management to verify information and resolve discrepancies.
• Ensure building-specific requirements are accurately documented and accessible to relevant teams.
• Work with Product and Technology teams to improve data structures, workflows, and system accuracy.
• Tenant Move-In Coordination
• Coordinate administrative and operational requirements to ensure properties are ready before scheduled move-ins.
• Verify tenancy agreements, payment confirmations, tenant details, and required documents.
• Arrange key handovers, access cards, building registration, parking access, and move-in permissions with owners and building management.
• Ensure property inventories, unit condition records, utility details, and house rules are properly documented.
• Coordinate with Sales, Supply, Finance, Customer Experience, owners, and building management to resolve outstanding issues.
• Maintain move-in schedules and update relevant information in internal systems.
• Proactively follow up on outstanding requirements and remind responsible parties of upcoming deadlines.
• Escalate issues that may delay occupancy or negatively affect the tenant experience.
• Ensure handover requirements are completed and documented to support a smooth tenant move-in.
• Systems & Process Improvement
• Maintain data accuracy across Flokq's CRM, property systems, transaction trackers, and document repositories.
• Follow and improve SOPs covering contracts, transaction tracking, master data, building documentation, and move-ins.
• Identify opportunities to automate reminders, expiry notifications, data validation, and move-in workflows.
• Coordinate with relevant teams to improve system functionality and operational processes.
• Document process changes and support consistent implementation of updated procedures.
• Help implement tools and workflows that improve efficiency and reduce administrative errors.

Requirements

• Bachelor's degree in Business Administration, Management, Law, Information Systems, or a related field.
• 1–3 years of experience in operations coordination, contract administration, data management, or a similar role.
• Strong attention to detail and ability to manage multiple records, trackers, documents, and deadlines.
• Proficiency in Microsoft Excel or Google Sheets.
• Comfortable using CRM platforms, databases, and document management systems.
• Strong organisational, communication, coordination, and follow-up skills.
• Proactive in chasing outstanding items without requiring constant supervision.
• Able to identify delays, manage deadlines, and escalate issues appropriately.
• Good Bahasa Indonesia communication skills; English proficiency is an advantage.
• Comfortable coordinating with internal teams, tenants, property owners, and building management.
• Able to work independently while coordinating across multiple departments.
• Preferred Qualifications
• Experience in real estate, residential leasing, property management, or transaction coordination.
• Familiarity with tenancy agreements, property documentation, and building management procedures.
• Experience maintaining trackers, monitoring SLAs, or coordinating cross-functional workflows.
• Experience with tenant move-ins, key handovers, or property inspections.
• Familiarity with CRM platforms, databases, and document management systems.
• Key Performance Indicators (KPIs)
• Contract administration: Accuracy, completeness, and timeliness of contract processing.
• Transaction tracking: Accuracy of tracker updates and transaction status reporting.
• Follow-up effectiveness: Timely follow-up on outstanding tasks and commitments.
• Deadline management: Percentage of milestones completed within required timelines.
• Issue escalation: Timely identification and escalation of delays and bottlenecks.
• Master data quality: Accuracy and completeness of property, building, owner, tenant, and agent records.
• Building information: Completeness and accuracy of building profiles and move-in requirements.
• Move-in readiness: Percentage of move-ins completed on schedule with required documents and access arrangements.
• Process compliance: Adherence to Flokq's SOPs, documentation standards, and tracking procedures.