Sales Admin Associate

Appraisal. Listing. Sold. Settled. All in careful hands.

Hi! We're Smartsourcing, and we're hiring a full-time, onsite Sales Admin Associate. You'll be the dependable admin behind a busy property sales office, from the first appraisal to the day of settlement.

Where? JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu

About the Role

You'll be the office's administrative point of contact for its property and sales agents, supporting the sales pipeline through appraisals, new listings, sold tasks, and settlements. Your time is split by workload, so no single task fills the day. You'll work under the guidance of the agents and office manager, using established templates, checklists, and procedures. It's an entry-level role in a high-volume environment, so it suits someone detail-oriented, organised, and open to guidance, who asks when priorities are unclear and escalates early.

Key Responsibilities

Appraisal Preparation & Processing

• Assist in preparing appraisal documents and packs for agents ahead of client meetings, following provided templates and instructions.
• Gather property data, comparable sales, and supporting material as requested by agents.
• Maintain accurate appraisal records and follow up with agents on outcomes.
• Flag missing information or issues to agents or the supervisor promptly.

New Listings Processing

• Assist with processing new listings, including setup, documentation, and data entry, under agent or supervisor guidance.
• Ensure listing details, authorities, and supporting documents are complete and accurate.
• Coordinate listing requirements with agents, escalating unclear requirements for clarification.
• Keep listing information accurate across systems and platforms.

Sold Tasks Completion

• Assist with post-sale administration once a property is sold, following established checklists.
• Update records and systems to reflect sold status.
• Support the paperwork and communication that follows a sale, as directed.
• Track outstanding sold-task items through to completion.

Settlement Administration

• Assist in tracking properties from sale through to settlement.
• Prepare settlement documentation and track deadlines as instructed.
• Liaise with agents on settlement steps, escalating delays or unclear requirements.
• Maintain complete, accurate settlement files.

Sales Team Support & Communication

• Act as an administrative point of contact for the office's property and sales agents on routine matters.
• Respond to day-to-day administrative requests and provide status updates.
• Prioritise assigned requests as office workload shifts, seeking guidance when priorities are unclear.
• Identify issues and escalate promptly to the office manager or agents.

Artificial Intelligence (AI) Readiness and Digital Enablement

• Maintain baseline AI literacy and use approved AI tools responsibly, in line with company policies, data privacy, information security, and client confidentiality obligations.
• Apply sound judgment by validating outputs and avoiding overreliance, ensuring accuracy and accountability in all work delivered.
• Participate in AI readiness trainings and proactively identify opportunities for process improvement through automation and responsible AI integration.

What You'll Need to Succeed

Experience

• Entry-level to 1 year of administrative experience
• Property or Australian real estate administration experience advantageous

Skills & Behaviours

• Very strong administration skills, with high attention to detail and accuracy
• Strong written and verbal English communication, able to coordinate clearly and professionally with agents and internal stakeholders
• Organised and comfortable managing routine priorities in a high-volume environment
• Open to guidance, and comfortable seeking clarification or escalating when unsure
• Working awareness of records management and confidentiality obligations
• Awareness of property sales administration (appraisals, listings, sold tasks, settlements) advantageous

Education

• Bachelor's degree in Business Administration, Office Administration, Real Estate, or a related field preferred

Tools

• Microsoft Office Suite or Google Workspace
• No specific systems required; PropertyMe or Australian real estate systems experience advantageous

Benefits

Step Into the Smartsourcing Experience

Smartsourcing was created with one mission: to change lives. We're here to ensure that businesses flourish and, just as importantly, that every member of the crew is inspired, supported, and set up to thrive. For the fifth year running, we've been recognized as one of HR Asia's Best Companies to Work For. This award isn't just a title--it's a testament to our commitment to making Smartsourcing an incredible place to build a career.

Why You'll Love Working Here

At Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. That's why we're all about fostering an environment where you can be your true self. We take pride in being certified as a Great Place to Work, because we know that when you love where you work, extraordinary things happen. Here's just a glimpse of what we offer:

• 5-day Christmas Leave (unwrap real time off)
• Healthcare from Day 1 for you and your family (because healthcare matters)
• Free lunch and barista-crafted coffee daily (we take our caffeine seriously)
• Night shift differential for evening schedules
• Subsidized gym membership and sports wellness clubs
• Smartsourcing Exclusives (deals made just for you)
• Themed BFFs, monthly knockoffs, summer parties
• Community give-back programs and personal development workshops

We're not just another outsourcing company. We're building something that actually matters here a place where good work meets good culture.

Your first step into real estate starts here. Apply now.