Sales Admin Associate

Keep sales operations on track.

Hi! We're Smartsourcing, and we're hiring a full-time, onsite Sales Admin Associate — the administrative support specialist who keeps client communications, property listings, and sales processes accurate, organized, and running smoothly.

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



About the Role

As a Sales Admin Associate, it serves as a key point of contact for incoming calls and enquiries, ensuring that all interactions are managed professionally and directed appropriately. In addition to reception responsibilities, the role supports sales operations by performing data entry, document preparation, CRM updates, and listing management using established systems and processes. 

Key Responsibilities

Virtual Reception & Call Handling

• Manage all inbound calls in a timely and professional manner, ensuring callers are greeted appropriately and their needs are addressed or redirected
• Accurately capture and relay messages to the appropriate agents or team members
• Conduct outbound calls for confirmations, follow-ups, or basic client communication as required
• Maintain accurate call logs and ensure all communications are properly documented

Property Listing Preparation & Updates

• Prepare and upload property listings into the CRM system (AgentBox), ensuring all required details are complete and accurate
• Update listing statuses (e.g., new, under offer, sold, leased) as instructed by agents
• Input property descriptions, pricing, images, and relevant documentation into the system
• Conduct basic quality checks to ensure listings meet required standards before publishing

Sales Administration & CRM Management

• Maintain and update CRM records, including client details, property information, and transaction updates
• Prepare standard documents (e.g., forms, templates, agreements) as required by the team
• Assist in scheduling appointments and updating calendars as instructed
• Ensure all digital records are properly stored, organized, and accessible

Client & Agent Communication Support

• Respond to basic client and agent enquiries via phone and email using approved templates and guidelines
• Provide timely updates, confirmations, and follow-ups as required
• Ensure all communication is professional, clear, and aligned with company standards
• Escalate complex, urgent, or sensitive issues to the appropriate person

Task Execution & Operational Support

• Complete assigned administrative and operational tasks in accordance with defined processes and timelines
• Manage workload across reception and admin responsibilities while following team priorities
• Monitor task lists and ensure all assigned work is completed within SLA
• Escalate any delays, issues, or unclear instructions to the appropriate person

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

• 2–3 years of experience in an administrative, reception, or customer-facing role.
• Prior experience in real estate administration or a property management environment is highly regarded.

Tools

• AgentBox CRM (required — training will be provided if not previously used)
• Google Suite: Gmail, Google Calendar, Google Sheets, Google Docs (required) Microsoft Excel (required)
• Property listing platforms (e.g., realestate.com.au, Domain — advantage)
• General telephony and call management systems

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.

Organize the details. Support the deals. Apply now.