{"id":3439475,"url":"https://alion.io/job/cloudstaff-sales-marketing-admin-assistant-wfo","title":"Sales & Marketing Admin Assistant - WFO","company":{"id":50080,"name":"Cloudstaff","domain":"cloudstaff.com","url":"https://alion.io/company/cloudstaff","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"staffing","is_intermediary":false,"listed_via":null,"ats_vendor":"Career site","truth_index":{"grade":"B","score":75,"open_postings":127,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":26,"computed_at":"2026-11-03T05:54:40Z"}},"role":"Marketing","role_family":"Marketing","seniority":"middle","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Philippines"],"countries":["PH"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":11000,"max_usd":20000,"period":"year","method":"role_seniority_country_cell","sample_n":11},"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Canva","optional":false},{"name":"Instagram","optional":false},{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-10-28T22:10:21Z","employer_posted_date":"2026-10-29","last_verified_at":"2026-11-03T16:08:40Z","board_verified":true,"closed_at":null,"days_open":5,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":5},"description":"We are seeking a highly organised, proactive and customer-focused Virtual Assistant to provide administrative and operational support across our business.\n1. Property Management Support\nRent Reviews and Renewals\nMaintain and monitor a rent review schedule across the rental portfolio.\nIdentify properties due for rent reviews and prepare relevant information for Property Manager consideration.\nResearch comparable rental properties and prepare recommendations for review.\nDraft and coordinate rent increase notices following approval and in accordance with applicable legislation.\nMaintain a register of upcoming management authority renewals and expiry dates.\nPrepare renewal documentation and coordinate signing of management authorities.\nFollow up outstanding documentation and maintain accurate records.\nPeriodic Inspections\nMaintain the periodic inspection calendar and identify inspections due.\nContact tenants to arrange inspection appointments and issue the required notifications.\nCoordinate inspection schedules with Property Managers.\nMonitor inspections awaiting completion.\nPrepare, format, proofread and finalise inspection reports using information and photographs supplied by the inspecting staff member.\nIdentify maintenance issues, outstanding actions and landlord communication requirements.\nDistribute approved inspection reports to landlords and record follow-up tasks.\nRental Arrears Management\nMonitor rent arrears reports on an agreed schedule.\nContact tenants regarding overdue rent via phone, email or SMS.\nFollow up outstanding payments and payment commitments.\nMaintain accurate records of communications and agreed payment arrangements.\nEscalate persistent arrears and non-compliance to the Property Manager.\nAssist with the preparation of arrears correspondence as directed.\nMaintenance Coordination\nMonitor outstanding maintenance and job requests.\nFollow up tradespeople regarding work orders, appointments and expected completion dates.\nObtain progress updates and confirm when works have been completed.\nFollow up outstanding quotes, invoices and completion documentation.\nUpdate maintenance records and communicate progress to the relevant Property Manager.\nEscalate urgent repairs, delays and unresolved issues promptly.\n2. Sales Administration & Vendor Communication\nVendor Updates and Relationship Management\nConduct regular scheduled check-in calls with vendors throughout the sales campaign.\nProvide updates on campaign activity, upcoming inspections, advertising schedules and outstanding actions using information provided by the sales agent.\nGather vendor feedback, concerns and questions.\nRecord all conversations and relevant information in the CRM.\nEscalate pricing discussions, negotiation matters, complaints and significant concerns to the responsible sales agent.\nEnsure vendors receive consistent communication and feel informed throughout the selling process.\nSales Preparation and Administration\nArrange title searches and other relevant property information searches.\nAssist in obtaining council, planning, property and other documentation required for sale preparation.\nCoordinate administrative requirements with conveyancers and solicitors.\nPrepare and maintain pre-listing and pre-marketing checklists.\nFollow up outstanding documentation and information required before launching a property.\nMaintain accurate property records and ensure files are complete.\nTrack sales preparation milestones and alert agents to delays.\nPost-Settlement Client Follow-up\nContact purchasers following settlement to check on their experience and offer assistance.\nCoordinate approved settlement congratulations, gifts or thank-you correspondence.\nRequest testimonials and online reviews where appropriate.\nUpdate buyer records and future contact opportunities in the CRM.\nRefer any feedback, concerns or future property enquiries to the appropriate agent.\nAssist with ongoing client relationship and referral initiatives.\n3. Social Media & Marketing\nSocial Media Management\nAssist with the management of Ray White Barham's Facebook, Instagram and other approved social media platforms.\nPrepare and schedule regular social media content.\nCreate property-related posts, sold announcements, testimonials, community updates and promotional content.\nPrepare graphics and marketing material using Canva and approved brand templates.\nMonitor social media messages, comments and enquiries.\nRefer buyer, seller and rental enquiries promptly to the appropriate team member.\nMaintain consistency with Ray White branding, tone and marketing standards.\nMonitor engagement and provide regular performance summaries.\nSeasonal Marketing and Campaign Coordination\nDevelop and maintain an annual marketing calendar.\nPlan and coordinate seasonal campaigns, including spring selling, autumn market updates and holiday promotions.\nPrepare campaign materials, social media content, email marketing and promotional schedules.\nCoordinate distribution of marketing materials and ensure campaign deadlines are met.\nMaintain databases and marketing contact lists.\nAssist in organising client appreciation initiatives, community promotions and sponsorship-related marketing.\nTrack marketing activities and identify opportunities for improved engagement.\n4. Competitor & Market Monitoring\nRegularly monitor competing agencies' property listings and marketing activity.\nReview new listings, price changes, withdrawn properties and sold results where publicly available.\nMonitor competitor rental listings and advertised rental prices.\nIdentify properties competing directly with current Ray White Barham listings.\nPrepare concise competitor activity reports for the sales and property management teams.\nHighlight relevant market changes, emerging trends and potential opportunities.\nAssist agents with comparable property information for appraisals and vendor discussions.\n5. Email & Inbox Management\nMonitor and triage designated business email inboxes.\nCategorise incoming correspondence according to urgency and department.\nRespond to routine enquiries using approved templates and procedures.\nForward or allocate enquiries to the appropriate team member.\nIdentify and escalate urgent tenant, landlord, vendor and purchaser matters.\nFollow up outstanding email requests and ensure correspondence is actioned.\nMaintain an organised inbox with clear filing and follow-up systems.\nAssist with diary coordination and appointment confirmations.\n6. CRM, Database & General Administration\nMaintain accurate and up-to-date client, property and contact records.\nRecord calls, emails, follow-ups and task outcomes in the relevant systems.\nMonitor task lists and ensure recurring administrative duties are completed.\nIdentify overdue tasks and bring them to the attention of the appropriate staff member.\nPrepare routine reports, correspondence and checklists.\nAssist with improving administrative systems, procedures and workflow efficiencies.\nEnsure confidential business and client information is handled securely.\nQualifications\nQualifications\nBachelor's degree in business administration or related field\n3-5 years of experience in Real Estate sales administration or support\nProficient in Microsoft Office Suite and CRM software\nStrong organizational and multitasking skills\nExcellent verbal and written communication skills\nAbility to work independently and as part of a team\nPreferred Qualifications\nExperience with sales analytics tools\nKnowledge of sales processes and methodologies\nRelevant certification in sales or administration\nPerks and benefits\nComprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment \nFlexible leave credits which may be used for vacation, emergency and sick leaves \nSuperb and exciting Mid-Year Parties - with items to give away and cash prizes! \nEndless opportunities for career advancement \nExclusive ATM inside the office for employee's convenience \nAnnual Performance Review with Salary Increase \nWe set you up for success with a company-provided PC/Laptop and fiber internet connection \nLook forward to weekly office perks for work from office staff - Free Coffee, Meals and Beer Fridays! \nTop notch workplace with first class VIP lounge and game rooms \nChild friendly spaces to cater to the needs of employees with children, enhancing work-life balance \nParticipate and join our CS Social Clubs and Special Interest Groups to connect with colleagues \nInternational career growth and connections \nUnlimited cash incentives for hired referrals \nMental Wellness Employee Assistance program through Lifeworks \nIn-house psychiatrist available to support employees' well-being \nBecome part of the Employee Share Units program \nCloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.","description_format":"text","description_chars":8833,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":["Life insurance"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":[],"lifecycle":[{"event":"open","at":"2026-10-29T05:17:10Z"}],"visa":[],"liveness":{"score":63,"band":"ok","label":"Likely open","p_open":1,"p_active":0.632,"p_room":1,"age_days":5,"expected_fill_days":26,"reasons":["conf:3","stale_co","velocity","win:early","comp:brand"],"computed_at":"2026-11-03T05:54:40Z"},"pay":null,"html_url":"https://alion.io/job/cloudstaff-sales-marketing-admin-assistant-wfo","json_url":"https://alion.io/job/cloudstaff-sales-marketing-admin-assistant-wfo.json","meta":{"generated_at":"2026-11-03T20:49:02Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":3609,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-04T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":50080},"rest":"https://alion.io/mcp/rest/get_company?id=50080"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fcloudstaff-sales-marketing-admin-assistant-wfo"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fcloudstaff-sales-marketing-admin-assistant-wfo"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fcloudstaff-sales-marketing-admin-assistant-wfo"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/cloudstaff-sales-marketing-admin-assistant-wfo\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fcloudstaff-sales-marketing-admin-assistant-wfo"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3439475}},{"tool":"search_jobs","arguments":{"company":"cloudstaff.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3439475},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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