Virtual Receptionist Sales Admin Associate

About the job Virtual Receptionist / Sales Admin AssociateBe the support that keeps every client interaction and deal on track.

Hi! Were Smartsourcing, and were looking for a Virtual Receptionist / Sales Administration Associate to provide frontline and administrative support to a real estate team. In this role, youll manage client communications, assist with property listings, and handle key admin processes—ensuring everything is accurate, organised, and running smoothly while supporting a great client experience.

Where? JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu



About The Role

As a Virtual Receptionist / Sales Associate, it serves as a key point of contact for incoming calls and enquiries, ensuring that all interactions are managed professionally and directed appropriately. In addition to reception responsibilities, the role supports sales operations by performing data entry, document preparation, CRM updates, and listing management using established systems and processes. The role is expected to follow defined workflows, maintain high levels of accuracy, and complete tasks within agreed timelines. It requires strong attention to detail, effective communication skills, and the ability to manage routine tasks consistently while escalating issues when needed.

Key Responsibilities

A. Virtual Reception & Call Handling

• Manage all inbound calls in a timely and professional manner, ensuring callers are greeted appropriately and their needs are addressed or redirected
• Accurately capture and relay messages to the appropriate agents or team members
• Conduct outbound calls for confirmations, follow-ups, or basic client communication as required
• Maintain accurate call logs and ensure all communications are properly documented
  
  

B. Property Listing Preparation & Updates

• Prepare and upload property listings into the CRM system (AgentBox), ensuring all required details are complete and accurate
• Update listing statuses (e.g., new, under offer, sold, leased) as instructed by agents
• Input property descriptions, pricing, images, and relevant documentation into the system
• Conduct basic quality checks to ensure listings meet required standards before publishing
  
  

C. Sales Administration & CRM Management

• Maintain and update CRM records, including client details, property information, and transaction updates
• Prepare standard documents (e.g., forms, templates, agreements) as required by the team
• Assist in scheduling appointments and updating calendars as instructed
• Ensure all digital records are properly stored, organized, and accessible
  
  

D. Client & Agent Communication Support 

• Respond to basic client and agent enquiries via phone and email using approved templates and guidelines
• Provide timely updates, confirmations, and follow-ups as required
• Ensure all communication is professional, clear, and aligned with company standards
• Escalate complex, urgent, or sensitive issues to the appropriate person
  
  

E. Task Execution & Operational Support 

• Complete assigned administrative and operational tasks in accordance with defined processes and timelines
• Manage workload across reception and admin responsibilities while following team priorities
• Monitor task lists and ensure all assigned work is completed within SLA
• Escalate any delays, issues, or unclear instructions to the appropriate person
  
  

F. Artificial Intelligence (AI) Readiness and Digital Enablement 

• Maintain baseline AI literacy relevant to their role, including the ability to understand, use, and evaluate AI-supported tools for work efficiency and decision-making.
• Use approved AI tools and digital systems in compliance with company policies, data privacy requirements, information security standards, and client confidentiality obligations.
• Apply sound judgment in AI use by validating outputs, avoiding overreliance, and ensuring accuracy, fairness, and professional accountability for all work delivered.
• Participate in required AI readiness trainings, upskilling programs, and continuous improvement initiatives as part of Smartsourcings innovation and learning culture.
• Proactively identify opportunities for process improvement through automation, digitization, and responsible AI integration within their scope of work. 
  
  



Qualifications

• Bachelors degree in any field. A background in Business Administration, Communications, or a related discipline is an advantage.
• 2–3 years of experience in an administrative, reception, or customer-facing role. Prior experience in real estate administration or a property management environment is highly regarded. BPO or remote work experience is an advantage.
• AgentBox CRM (required — training will be provided if not previously used), Google Suite: Gmail, Google Calendar, Google Sheets, Google Docs (required) Microsoft Excel (required) , Property listing platforms (e.g., realestate.com.au, Domain — advantage) , General telephony and call management systems
  
  

Benefits

Step Into the Smartsourcing Experience

Smartsourcing was created with one mission: to change lives. Were 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, weve been recognized as one of HR Asias Best Companies to Work For. This award isnt just a title--its a testament to our commitment to making Smartsourcing an incredible place to build a career.

Why Youll Love Working Here

About

At Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. Thats why were 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. Heres 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 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!
  
  

Were not just another outsourcing company. Were building something that actually matters here a place where good work meets good culture.

Join Smartsourcing today. Apply now!



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