Listing and Marketing Administrator

Help keep property sales and marketing operations organized and running smoothly.

Hi! We're Smartsourcing, and we're looking for a Listings & Marketing Administrator to support the sales and marketing operations. In this role, you'll coordinate property listings, marketing activities, documentation, reporting, and compliance-related administration—helping ensure accurate, efficient, and seamless support across every stage of the property lifecycle.

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



Role Overview

The Listings & Marketing Administrator is responsible for processing new listings and amendments, coordinating advertising schedules and proofing workflows, preparing sale and purchase documentation, maintaining CRM and database accuracy, and supporting AML compliance activities. The role also works closely with agents, suppliers, clients, and internal stakeholders to ensure listings, marketing campaigns, and documentation are delivered within agreed timelines and quality standards.

Key Responsibilities

A. Listings Management & Amendments 

• Process new and existing property listings and listing amendments accurately across platforms and CRM systems
• Coordinate with agents to obtain listing details, approvals, photos, and supporting information within agreed timelines
• Maintain consistency of listing information across all systems and marketing platforms
• Conduct quality checks against brand, formatting, and publishing standards prior to listings going live
• Archive and update sold, leased, withdrawn, or expired listings promptly

B. Marketing Coordination & Advertising 

• Coordinate marketing schedules, campaign timelines, advertising bookings, and proofing activities
• Liaise with marketing suppliers and advertising platforms regarding booking confirmations and deadlines
• Manage proofing workflows including routing copy and creative materials to agents for approval and amendment tracking
• Track campaign go-live dates, expiries, renewals, and required updates
• Maintain an accurate and visible marketing schedule for agents and stakeholders

• Archive and update sold, leased, withdrawn, or expired listings promptly

C. Sale & Purchase Agreements and Documentation

• Prepare Sale and Purchase Agreements and supporting real estate documentation using approved templates and processes
• Verify completeness of required fields and supporting documentation prior to routing for signatures
• Coordinate with agents and clients to obtain missing information promptly
• Maintain version-controlled documentation and accurate filing structures for all transactions
• Ensure completed documentation is stored in accordance with Hamill Realty standards and AML obligations

D. Digital Filing, Database & Reporting 

• Maintain digital filing systems, listing databases, and CRM records accurately and consistently
• Ensure listing and marketing records remain current, complete, and free from duplicate or stale entries
• Prepare reports on listing activity, marketing schedules, and pipeline updates based on agreed reporting cadence
• Generate ad hoc reports and operational updates as required
• Identify and escalate data quality concerns and inconsistencies appropriately

E. AML Compliance & Stakeholder Coordination

• Support AML compliance activities through collection, verification, and filing of required documentation
• Coordinate calls, follow-ups, and information requests with agents, clients, suppliers, and stakeholders
• Send confirmations, reminders, and operational updates proactively and within agreed timelines
• Escalate compliance gaps, missing documentation, or unresolved stakeholder concerns appropriately
• Maintain professional and responsive working relationships across internal and external stakeholders

F. Artificial Intelligence (AI) Readiness and Digital Enablement 

• Maintain baseline AI literacy relevant to their role, including the ability to understand, use, and evaluate AI-supported tools for work efficiency and decision-making.
• Use approved AI tools and digital systems in compliance with company policies, data privacy requirements, information security standards, and client confidentiality obligations.
• Apply sound judgment in AI use by validating outputs, avoiding overreliance, and ensuring accuracy, fairness, and professional accountability for all work delivered
• Participate in required AI readiness trainings, upskilling programs, and continuous improvement initiatives as part of Smartsourcing's innovation and learning culture.
• Proactively identify opportunities for process improvement through automation, digitization, and responsible AI integration within their scope of work.

Work Schedule: 5AM-2PM

Qualifications:

• Bachelor's degree in any field. Background in Business Administration, Marketing, Communications, or related discipline is advantageous
• 1–2 years experience in administration, marketing support, sales support, customer service, or coordination roles. Real estate-related experience preferred for listings and marketing activities;

Tools:

• Microsoft 365 (Excel, Word, Outlook)
• Google Workspace
• real estate CRM tools

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 including hiking and free-diving
• Smartsourcing Exclusives (deals made just for you)
• Themed BFFs, monthly knockoffs, summer parties
• Community give-back programs and personal development workshops
• And so much more!

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

Join Smartsourcing today. Apply now!