Contracts, Master Data & Transaction Coordination Officer

About the company

Flokq is a technology-driven real estate platform specialising in residential leasing and property management in Indonesia. We connect tenants, property owners, and real estate agents through our platform, combining technology, data, and operational expertise to deliver a seamless rental experience.

Your tasks

We are looking for a detail-oriented and proactive individual to manage contract administration, maintain accurate property and customer records, coordinate tenant move-ins, and monitor transaction progress across internal teams. This role requires strong organisational skills, attention to detail, and consistent follow-up to ensure deadlines are met and operational tasks are completed.

1. Contract Administration

• Manage existing templates for tenancy agreements, owner agreements, agent agreements, NDAs, and other operational documents.
• Populate templates with accurate party details, property information, commercial terms, and contract dates.
• Verify documents for completeness and consistency before circulation for review and signature.
• Track contract preparation, signatures, amendments, renewals, expirations, and termination notices.
• Maintain an organised repository of signed contracts and supporting documents.
• Coordinate with internal teams, owners, tenants, and agents to obtain missing information and resolve discrepancies.
• Ensure executed contracts are properly filed and recorded in internal systems.
• Escalate requests for non-standard clauses, template changes, and potential legal concerns to management or external legal counsel.

1. Transaction Tracking and Internal Coordination

• Maintain transaction trackers covering rental deals, contracts, payments, move-ins, and other operational milestones.
• Proactively follow up with Sales, Supply, Finance, Customer Experience, and other teams on transaction progress and outstanding actions.
• Send reminders for pending documents, approvals, signatures, payments, and approaching deadlines.
• Monitor transaction timelines and identify delays, bottlenecks, and missing information.
• Keep trackers updated with current status, next steps, responsible parties, and deadlines.
• Follow up on outstanding items until resolved or appropriately escalated.
• Escalate overdue tasks and recurring delays requiring management attention.
• Maintain clear records of follow-ups and commitments to ensure tasks are not overlooked.

1. Master Data Management

• Maintain accurate records for properties, buildings, owners, tenants, agents, and vendors across Flokq's systems.
• Create, update, verify, and standardise data across the CRM, property databases, and operational platforms.
• Ensure property details, rental terms, customer information, and contract dates are correctly recorded.
• Conduct regular data checks to identify duplicates, missing information, and inconsistencies.
• Ensure changes to contracts, property details, and business relationships are reflected across relevant systems.
• Coordinate with internal teams to verify information and resolve discrepancies.
• Follow established data entry standards and maintain complete, organised, and reliable records.

1. Building and Property Systems Management

• Maintain comprehensive building and property profiles in Flokq's internal systems.
• Record building addresses, unit numbers, facilities, amenities, utilities, access requirements, and building management contacts.
• Maintain information on house rules, parking, operating procedures, move-in restrictions, and other building requirements.
• Update property availability, rental terms, pricing references, service charges, and utility arrangements.
• 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.

1. 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.

1. Systems and 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.

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.

Requirements

• Bachelor's degree in Business Administration, Management, Law, Information Systems, or a related field.
• 1 to 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.

Skills: Data Operations, Data Analysis, Key Performance Indicators (KPI), Teamwork, Project Management, Process Improvement