Sales Administrative Associate

Smartsourcing

Cebu City

On-site

PHP 335,000 - 603,000

Full time

15 hours ago

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Benefits offered by this job

Healthcare from Day 1

Free lunch & coffee daily

Gym membership

Christmas Leave

Exclusive deals

Team events

Personal development

Job summary

Smartsourcing is seeking a full-time onsite Sales Administrative Associate in Cebu City to organize and prepare property documents, manage Agentbox tasks, and handle high-volume emails for buyers, agents, and vendors.

You'll ensure accuracy, maintain records, and apply approved AI tools to improve efficiency while meeting SLAs and coordinating across teams to support the sales process.

Qualifications

College-level education preferred or related degree.
Experience in administrative support and sales coordination.
Strong organization and attention to detail.

Responsibilities

Organise, upload, and maintain property documents from PAR to Settlements.
Manage high-volume email requests and real-time task updates in Agentbox.
Acknowledge, respond to inquiries, and triage emails with professionalism.
Meet SLAs, manage turnaround times, and handle multiple priorities.
Coordinate with agents, buyers, and vendors; escalate issues as needed.
Ensure accuracy and quality across documents and communications.
Apply approved AI tools responsibly to improve efficiency.

Skills

Email management

Task management

Document processing

Records management

Agentbox

Education

College-level education preferred

Tools

Agentbox

Job description

Keep property documentation accurate, organized, and ready when it matters.

Hi! We're Smartsourcing, and we're looking for a full time, onsite Sales Administrative Associate to support the team with essential back-end administrative tasks. In this role, you'll organize, upload, and prepare property-related documents within the system, ensuring records are accurate, up to date, and easily accessible to agents, buyers, and vendors throughout the process from PAR through to Settlements.

About the Role

As a Sales Admin Associate, you'll manage high-volume email correspondence and task requests is the heaviest component of the role, accounting for roughly of daily duties and handling a minimum of email requests per day. The position also manages and updates assigned tasks in real time within Agentbox, and applies approved AI tools responsibly to improve efficiency.

Key Responsibilities

Document Processing and Records Management

Organise, upload, process, and maintain accurate property documents from PAR through to Settlements.
Ensure records are accurate, up to date, and properly maintained within the system.
File documents correctly and prevent missing or misfiled submissions.
Prepare property-related documents for seamless access by agents, buyers, and vendors.
Escalate document errors, gaps, or system issues to the relevant stakeholder

Agentbox Task Management

Regularly check, manage, and update assigned tasks in real time within Agentbox.
Keep task statuses current and accurate to support the sales team.
Prioritize and progress tasks in line with service-level agreements (SLAs).
Coordinate task requests across agents, support staff, and internal teams.
Escalate task backlogs, blockers, or SLA risks promptly

Email Inquiry Management

Monitor, acknowledge, and respond to email inquiries from agents, buyers, vendors, and internal stakeholders.
Handle a high volume of email correspondence (a minimum of 70 requests daily) accurately.
Apply professional email etiquette and strong reading comprehension to every response.
Prioritize and triage inquiries to keep correspondence moving.
Escalate complex or unresolved inquiries to the relevant stakeholder.

Service Levels and Turnaround Performance

Adhere to service-level agreements (SLAs) and task deadlines across all duties.
Meet turnaround-time (TAT) targets for documents, tasks, and email correspondence.
Multitask and manage competing priorities independently.
Maintain high, reliable productivity and consistent attendance.
Surface risks to SLAs or deadlines before they are breached.

Stakeholder Coordination and Communication

Collaborate effectively with sales agents, support staff, and internal administrative teams.
Communicate clearly and professionally with buyers and vendors.
Provide timely updates and coordinate on document and task requests.
Support the Sales Team Lead and wider team as required.
Escalate stakeholder concerns or coordination issues appropriately.

Quality Control and Work Accuracy

Apply exceptional attention to detail across documents, records, and correspondence.
Review work for accuracy before submission to prevent errors and rework.
Maintain strong organization across a high volume of concurrent tasks.
Identify and correct discrepancies proactively.
Uphold quality standards in line with team and client expectations.

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

At least college-level education is preferred. A Diploma or Bachelor's degree in Business Administration, Sales Administration, or a related field is advantageous but not required.
Previous background in administrative support, sales support, documentation, or relevant coordination roles.

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: