Sales Administrator

About the job Sales Administrator
Accuracy, speed, structure--bring it all to the table.
Hi We're
Smartsourcing
, and were searching for a skilled
Sales Administrator
to join our
full-time
,
on-site
team. You'll play a key role in coordinating property listings, supporting sales activity, and ensuring clients and agents receive seamless service.

Where You'll Be: JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu
About The Role
We are seeking a proactive and highly organised Sales Administrator join our dynamic real estate team. This role supports the sales, marketing, and administrative functions of the business--ensuring smooth coordination between agents, clients, solicitors, and marketing partners. The ideal candidate will have excellent attention to detail, strong written communication skills, and the ability to manage multiple tasks in a fast-paced environment.

Key Responsibilities
Property & Sales Coordination

• Process and send Sales Instructions (Property Shell and Agent Box) via email.
• Request, review, and manage contracts and listing agreements.
• Upload and maintain property documents, photos, and contracts across office systems (Agent Box, office drives, etc.).
• Create and update marketing collateral such as signboards, flyers, brochures, factsheets, and floor plans.
• Manage property listings across platforms (Agent Box, Realhub), including live updates and removals.
• Create and publish Webbook listings, ensuring timely Thursday releases.
• Assist with CMAs, rental appraisals, and other sales administration tasks.

Marketing & Promotions

• Coordinate exhibition and weekend schedules, and manage OFI entries in Agent Box.
• Manage property photo downloads and social media sharing for exchanged and auction properties.
• Prepare weekly and monthly marketing reports, including auction, social media, and unsettled sales data.
• Follow up on marketing payments, invoices, and contracts.
• Maintain and restock promotional materials such as brochures, flyers, and magazines.

Client & Lead Management

• Track and update appraisal and rental leads in spreadsheets.
• Maintain a current client database in Agent Box, ensuring all information is accurate.
• Monitor unsettled sales and follow up on outstanding disbursement details.
• Confirm disbursement details and track trust account balances via email.
• Assist with processing sales instructions, settlements, and related documentation.

Administrative

• Prepare and maintain spreadsheets and reports for weekly team and admin meetings.
• Draft meeting agendas, reports, and relevant documentation.
• Manage office filing systems and ensure accurate archiving of listing files.
• Handle invoices, billing, and payment processing in Agent Box and Realhub.
• Coordinate removal and reinstallation of signboards.
• Process marketing receipts within 48 hours.
• Assist with ad hoc administrative, marketing, and process improvement projects as required.

Skills & Qualifications

• Previous experience in real estate administration, sales coordination, or marketing (preferred).
• Strong proficiency in Agent Box, Realhub, and Microsoft Office Suite or ability to learn.
• Excellent written and verbal communication skills.
• High attention to detail and strong organisational abilities.
• Ability to work both independently and collaboratively in a team environment.
• Strong multitasking and time management skills.
• Customer-focused attitude and professional presentation.

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
About
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:

• Weekends are yours (we respect your time off)
• 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. We're building something that actually matters here a place where good work meets good culture.

Take the next step in your real estate career--join us and help bring property deals to life. Join Smartsourcing now