The posting
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.
Where? JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu
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.
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.
Stay proactive. Keep operations moving. Apply now.
