Sales & Marketing Admin Assistant - WFO

Cloudstaff Philippines Inc.; Philippines; Remoto; PHP 268.000 - 469.000; Tempo pieno

Vantaggi offerti da questo lavoro

Comprehensive health and life insu r‑

Flexible leave credits

Career advancement opportunities

PC/Laptop provided

Free coffee, meals and occasional F&Bs

Descrizione del lavoro

Cloudstaff Philippines Inc. is seeking a highly organised Virtual Assistant to provide administrative and operational support across our business.

You will manage property-related tasks, rent reviews, inspections, arrears, maintenance coordination, and vendor communications, ensuring timely actions and accurate records. In addition, you will support sales administration, CRM data entry, email management and social media coordination, contributing to efficient service delivery and client

Competenze

• Bachelor's degree in business administration or related field.
• 3–5 years of Real Estate sales administration or support.
• Proficient in Microsoft Office Suite and CRM software.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.

Mansioni

• Maintain rent review schedules and coordinate renewals.
• Prepare renewal documentation and coordinate signings.
• Coordinate inspections and maintain reports.
• Monitor rent arrears and liaise with tenants.
• Coordinate maintenance with trades and update records.
• Conduct vendor updates and CRM data entry.
• Prepare pre-listing and admin for sales campaigns.
• Manage social media content and marketing materials.
• Monitor competitor activity and compile market insights.
• Email and inbox triage and respond to routine inquiries.

Conoscenze

Microsoft Office Suite

CRM software

Organizational skills

Multitasking

Verbal and written communication

Independent work and teamwork

Formazione

Bachelor's degree in business administration or related field

Strumenti

CRM software

Microsoft Office Suite

Descrizione del lavoro

Job Description

We are seeking a highly organised, proactive and customer-focused Virtual Assistant to provide administrative and operational support across ourbusiness.

1. Property Management Support

Rent Reviews and Renewals

• Maintain and monitor a rent review schedule across the rental portfolio.
• Identify properties due for rent reviews and prepare relevant information for Property Manager consideration.
• Research comparable rental properties and prepare recommendations for review.
• Draft and coordinate rent increase notices following approval and in accordance with applicable legislation.
• Maintain a register of upcoming management authority renewals and expiry dates.
• Prepare renewal documentation and coordinate signing of management authorities.
• Follow up outstanding documentation and maintain accurate records.

Periodic Inspections

• Maintain the periodic inspection calendar and identify inspections due.
• Contact tenants to arrange inspection appointments and issue the required notifications.
• Coordinate inspection schedules with Property Managers.
• Monitor inspections awaiting completion.
• Prepare, format, proofread and finalise inspection reports using information and photographs supplied by the inspecting staff member.
• Identify maintenance issues, outstanding actions and landlord communication requirements.
• Distribute approved inspection reports to landlords and record follow-up tasks.

Rental Arrears Management

• Monitor rent arrears reports on an agreed schedule.
• Contact tenants regarding overdue rent via phone, email or SMS.
• Follow up outstanding payments and payment commitments.
• Maintain accurate records of communications and agreed payment arrangements.
• Escalate persistent arrears and non-compliance to the Property Manager.
• Assist with the preparation of arrears correspondence as directed.

Maintenance Coordination

• Monitor outstanding maintenance and job requests.
• Follow up tradespeople regarding work orders, appointments and expected completion dates.
• Obtain progress updates and confirm when works have been completed.
• Follow up outstanding quotes, invoices and completion documentation.
• Update maintenance records and communicate progress to the relevant Property Manager.
• Escalate urgent repairs, delays and unresolved issues promptly.

2. Sales Administration & Vendor Communication

Vendor Updates and Relationship Management

• Conduct regular scheduled check-in calls with vendors throughout the sales campaign.
• Provide updates on campaign activity, upcoming inspections, advertising schedules and outstanding actions using information provided by the sales agent.
• Gather vendor feedback, concerns and questions.
• Record all conversations and relevant information in the CRM.
• Escalate pricing discussions, negotiation matters, complaints and significant concerns to the responsible sales agent.
• Ensure vendors receive consistent communication and feel informed throughout the selling process.

Sales Preparation and Administration

• Arrange title searches and other relevant property information searches.
• Assist in obtaining council, planning, property and other documentation required for sale preparation.
• Coordinate administrative requirements with conveyancers and solicitors.
• Prepare and maintain pre-listing and pre-marketing checklists.
• Follow up outstanding documentation and information required before launching a property.
• Maintain accurate property records and ensure files are complete.
• Track sales preparation milestones and alert agents to delays.

Post-Settlement Client Follow-up

• Contact purchasers following settlement to check on their experience and offer assistance.
• Coordinate approved settlement congratulations, gifts or thank-you correspondence.
• Request testimonials and online reviews where appropriate.
• Update buyer records and future contact opportunities in the CRM.
• Refer any feedback, concerns or future property enquiries to the appropriate agent.
• Assist with ongoing client relationship and referral initiatives.

3. Social Media & Marketing

Social Media Management

• Assist with the management of Ray White Barham's Facebook, Instagram and other approved social media platforms.
• Prepare and schedule regular social media content.
• Create property-related posts, sold announcements, testimonials, community updates and promotional content.
• Prepare graphics and marketing material using Canva and approved brand templates.
• Monitor social media messages, comments and enquiries.
• Refer buyer, seller and rental enquiries promptly to the appropriate team member.
• Maintain consistency with Ray White branding, tone and marketing standards.
• Monitor engagement and provide regular performance summaries.

Seasonal Marketing and Campaign Coordination

• Develop and maintain an annual marketing calendar.
• Plan and coordinate seasonal campaigns, including spring selling, autumn market updates and holiday promotions.
• Prepare campaign materials, social media content, email marketing and promotional schedules.
• Coordinate distribution of marketing materials and ensure campaign deadlines are met.
• Maintain databases and marketing contact lists.
• Assist in organising client appreciation initiatives, community promotions and sponsorship-related marketing.
• Track marketing activities and identify opportunities for improved engagement.

4. Competitor & Market Monitoring

• Regularly monitor competing agencies' property listings and marketing activity.
• Review new listings, price changes, withdrawn properties and sold results where publicly available.
• Monitor competitor rental listings and advertised rental prices.
• Identify properties competing directly with current Ray White Barham listings.
• Prepare concise competitor activity reports for the sales and property management teams.
• Highlight relevant market changes, emerging trends and potential opportunities.
• Assist agents with comparable property information for appraisals and vendor discussions.

5. Email & Inbox Management

• Monitor and triage designated business email inboxes.
• Categorise incoming correspondence according to urgency and department.
• Respond to routine enquiries using approved templates and procedures.
• Forward or allocate enquiries to the appropriate team member.
• Identify and elevate urgent tenant, landlord, vendor and purchaser matters.
• Follow up outstanding email requests and ensure correspondence is actioned.
• Maintain an organised inbox with clear filing and follow-up systems.
• Assist with diary coordination and appointment confirmations.

6. CRM, Database & General Administration

• Maintain accurate and up-to-date client, property and contact records.
• Record calls, emails, follow-ups and task outcomes in the relevant systems.
• Monitor task lists and ensure recurring administrative duties are completed.
• Identify overdue tasks and bring them to the attention of the appropriate staff member.
• Prepare routine reports, correspondence and checklists.
• Assist with improving administrative systems, procedures and workflow efficiencies.
• Ensure confidential business and client information is handled securely.

Qualifications and Requirements

Qualifications

• Bachelor's degree in business administration or related field
• 3–5 years of experience in Real Estate sales administration or support
• Proficient in Microsoft Office Suite and CRM software
• Strong organizational and multitasking skills
• Excellent verbal and written communication skills
• Ability to work independently and as part of a team

Preferred Qualifications

• Experience with sales analytics tools
• Knowledge of sales processes and methodologies
• Relevant certification in sales or administration

Perks and Benefits

• Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment
• Flexible leave credits which may be used for vacation, emergency and sick leaves
• Superb and exciting Mid-Year Parties – with items to give away and cash prizes!
• Endless opportunities for career advancement
• Exclusive ATM inside the office for employee's convenience
• Annual Performance Review with Salary Increase
• We set you up for success with a company-provided PC/Laptop and fiber internet connection
• Look forward to weekly office perks for work from office staff – Free Coffee, Meals and Beer Fridays!
• Top notch workplace with first class VIP lounge and game rooms
• Child friendly spaces to cater to the needs of employees with children, enhancing work-life balance
• Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues
• International career growth and connections
• Unlimited cash incentives for hired referrals
• Mental Wellness Employee Assistance program through Lifeworks
• In-house psychiatrist available to support employees' well-being
• Become part of the Employee Share Units program
• Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.