Real Estate Sales and Contracts Administrator

9 hours ago

Work from Home, Philippines REassist Virtual Assistance Services Full time ₱720,000 - ₱1,080,000 per year

We are seeking a highly organized and meticulous Real Estate Sales and Contracts Administrator to be the backbone of one of client's fast-paced sales team. This role is pivotal in ensuring the smooth, compliant, and professional execution of all property listings, marketing campaigns, and sales administration tasks from initial appraisal to contract finalization. The successful candidate will manage critical documentation, coordinate weekly digital and print marketing efforts, and maintain consistent, professional communication with vendors, buyers, and sales agents.

Job Responsibilities

Agency & Compliance:

  • Draft and prepare Sales Agency Agreements and any required Addendums to agencies and contracts.
  • Process and save Agency Agreements to the listing file and digital VaultRE upon receipt.
  • Add Rental Authorities (RA) to the VaultRE.

Digital & Physical Filing:

  • Accurately save key files (appraisals, contracts, photos, plans) to the VaultRE & digital storage Drive.
  • Add pricing information or auction details to the property file.
  • Add open house times to the VaultRE and the diaries of the relevant agents.

Marketing & Campaign Execution:

  • Coordinate approval of photos, floor plans, brochures, and signs with vendors.
  • Launch properties online
  • Send "Now Live" links to vendors.
  • Create and send Just Listed, Just Sold, and Just Leased DLs and letters.
  • Send Buyer Match emails for new listings and a Weekly Database Mail Out to all buyers.
  • Create the Invite to Auction and the weekly Buyer's Guide for printing.
  • Send campaign agent requests if the property is on-market.
  • Draft and send post-appointment proposals as delegated.

Communication & Reporting:

  • Send agency to vendor with a welcome email.
  • Prepare and send Weekly Vendor Reports.
  • Email vendors to advise of open times mid-week and weekend.
  • SMS buyers about upcoming auctions and send sold results in real-time to buyers and neighbours on Saturdays.
  • Prepare and send Anniversary Letters and Emails to past clients.
  • Send a Tenant Notice if required for access.

This Role is NOT for Individuals Who:

  • Prefer a slow-paced, non-deadline-driven work environment.
  • Are uncomfortable managing multiple detailed tasks simultaneously.
  • Struggle with technology or lack proficiency in digital filing systems (VaultRE and Google Suite).
  • Lack precision or attention to detail, especially with legal documentation (contracts, Sales Agency Agreements).
  • Are unable to commit to critical weekly deadlines.

Qualifications and Experience

  • Demonstrated experience in a Real Estate Administration, Sales Administration, or Marketing support role is highly preferred.
  • Exceptional proficiency in creating and managing digital files and using shared drives/CRM software.
  • Proven ability to draft and manage agency agreements and related legal documentation.
  • Strong organizational skills with a focus on meticulous record-keeping and data entry.
  • Excellent written communication skills for professional vendor, buyer, and agent correspondence.
  • Proficient in using VaultRE (must have)
  • Extensive experience in Google Suite
  • Experience and knowledge in using

Job Type: Full-time

Pay: Php20, Php30,000.00 per month

Benefits:

  • Company Christmas gift
  • Company events
  • Paid training
  • Pay raise
  • Promotion to permanent employee
  • Work from home

Education:

  • Bachelor's (Required)

Experience:

  • VaultRE: 1 year (Required)
  • Real Estate Administration: 1 year (Required)
  • Sales Administration or Marketing Support Role: 1 year (Required)
  • Google Suite: 1 year (Required)
  • Knowledge in using 1 year (Required)

Work Location: Remote

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