Virtual Receptionist

Be the voice that creates a strong first impression.

Join Smartsourcing as a full-time, onsite Virtual Receptionist and support our client's Owners Corporation team with professional front-line communication and administrative coordination. You'll manage incoming enquiries, ensure messages are handled promptly and accurately, and help maintain smooth day-to-day operations—while growing your career in a company that values reliability, service, and people.

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


About the Role

As a Virtual Receptionist, it is responsible for managing inbound and outbound communications, maintaining accurate records, and supporting Owners Corporation Managers (OCMs) with essential administrative tasks. The ideal candidate demonstrates strong communication skills, attention to detail, and the ability to manage multiple tasks in a structured and fast-paced environment.

Key Responsibilities

A. Reception & Client Communication

• Act as the first point of contact for incoming calls, emails, and enquiries.
• Provide professional and courteous responses to lot owners, tenants, suppliers, and stakeholders.
• Route enquiries to the appropriate OCM or department in a timely manner.
• Take accurate messages and ensure follow-ups are completed.
• Maintain a high standard of customer service aligned with AU client expectations.

B. Email Management & Coordination

• Sort, categorise, and prioritise incoming emails based on urgency and function.
• File and organise emails into correct folders and systems.
• Flag urgent or critical communications to OCMs.
• Maintain inbox organisation and ensure no missed correspondence.

C. Lot & Owner Record Updates

• Process and update lot owner information in the system.
• Handle NOA/NOD (Notice of Acquisition / Notice of Disposition) updates accurately.
• Ensure all ownership records are current and compliant with documentation requirements.

D. Documentation & File Management

• Save, organise, and maintain files in shared drives and systems
• Ensure proper naming conventions and folder structures are followed.
• Retrieve and check files when requested by OCMs or internal teams.
• Support requests related to COC / OC Rules documentation.

E. Administrative Support

• Assist with general administrative tasks supporting the OC team.
• Respond to basic correspondence and redirect complex matters appropriately
• Support process consistency and documentation accuracy.
• Perform adhoc administrative duties as required.

Requirements

• Bachelor's degree in Business Administration, Office Administration, or any related field
  (preferred but not required).
• 1–3 years experience in administrative support, real estate/strata administration, property management support, or similar roles.
• 1–3 years experience in Virtual Reception / Customer Service roles, including handling inbound/outbound calls, email correspondence, and client-facing communication inbound/outbound calls, email correspondence, and client-facing communication.
• Experience supporting Australian clients or within AU real estate / Owners Corporation
  environments is an advantage.

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 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!

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

Ready to be the reliable voice behind smooth daily operations? Apply now.