Get more done, reduce your labor costs and improve your customer experience
As a busy and successful real estate business, you are no doubt struggling to find the hours in the day to grow your property sales and property management divisions. This is where outsourcing with Cloudstaff can really help.
Cloudstaff is the real estate industry’s trusted next-generation outsourcing partner. We help many independent and franchised real estate businesses to improve their core efficiency, expand capabilities and remove the roadblocks that may be impeding their business growth.
We’re enabling smart real estate businesses to be agile and better positioned to respond optimally to new market opportunities and to harden their businesses against property market downturns which occur from time to time.
Cloudstaff is assisting real estate businesses globally to optimize their competitive edge and reduce their running costs while growing both their property sales and property management divisions.
Cloudstaff understands real estate and has been an experienced and trusted provider of outsourcing services to the industry for over ten years.
Why do real estate businesses outsource with Cloudstaff?
Save time, increase profits
Sharing the back office workload with Cloudstaffers makes your onshore team more efficient and effective in their day. There’s more time to engage with clients and focus on revenue-generating activities.
Improve your brand presence
Your Cloudstaff marketing assistants can manage your web portal listings as well as assist with the creation of DM mailers, newsletters, flyers and magazines.
Close even more deals
Your sales team members can be better prepared for vendor presentations when your Cloudstaff Admin Assistant is helping to prepare property reports, market research and CMAs.
Grow your rent roll and profitability
Optimize the costs of running your rent roll with Cloudstaffers helping you with leasing, inspections, property marketing and trust accounting teams supporting you. We give your local Property Management team the time they need to focus their energy on growth.
Common roles and activities of our real estate specialists
Accounting
Office Accountant / Bookkeeper
Executes commission tracking, reporting and payments
Conducts conjunction reporting and payments
Handles accounts payable and accounts receivable
Manages general ledger
Prepares end-of-month reports
Calculates employees payroll
Assistant Bookkeeper
Receives, checks and enters invoices into the trust or accounting system
Prepares cost sheets for trust account
Receives, checks and enters invoices into the general accounting system
Prepares drawdowns from the trust accounting system into the general bank account to facilitate payment of invoices at least twice a month
Reviews payments to be made from the general accounting system each week and prepares the associated EFT
Checks initial paperwork relating to new listing campaigns
Enters advertising campaigns into the trust accounting system
Follows up any issues relating to any of the above responsibilities to a satisfactory conclusion or seek help to do so
Reports any issues arising from lack of compliance with regard to required documentation
Arrears Administrator
Chases rent arrears while educating the tenants about rent cycles and due dates
Prepares legal documents such as Notice to Remedy Breach Due to Rent Arrears when rent is not paid after 7 days and ratify with the property manager
Sends Notice to Leave Due to Unremedied Breach
Sets up payment plans for tenants
Educates tenants on different methods in paying rent
Invoice Administrator
Actions Invoice Requests emails from property managers
Actions tenants’ special request re their invoices: Tenant requests invoice raised; Tenant requests invoices to be regularly sent via email instead of posting
Ensures Notice to Remedy Breach is issued to tenants with outstanding invoices after making 3 prior attempts to contact
Creates invoices, ensuring minimal mistakes
Checks correct computation of water invoices, etc.
Chases invoices for payment
Marketing & Creative
Social Media Marketing Administrator
Administers posting of listings to social media sites
Books newspaper ads
For Ad Hoc content posting, see Creative Writing Support
Posts property videos on Youtube
Ad Hoc posting of images and content to agency website and social media
Manages SMS opt-outs
Publishes blog content
Creative Designer
Creates brochures
Makes photo touch ups
Draws (simplified) floor plans
Lists video production
Designs custom newspaper and magazine ads
Designs window cards
Designs logos
Creates layout for monthly newsletters
Designs booklets
DL Flyers
Designs and creates layout for monthly magazine and booklet
Event posters
Internal promotion and competition flyers
Internal manuals
Creative Writer
Writes and/or edits listing descriptions
Writes and/or edits social media posts
Edits contents of brochures
Writes general ad copy
Performs proofreading of documents
Leasing
Leasing Administrator
Sends the entry notice to current tenants
Sends the entry notice via email, post and SMS
Ensures 24-hour notice period
Sends marketing emails to landlords
Orders sign boards
Screens calls for property managers
Assists with application statuses and forward when complete
Follows up caller complaints regarding properties
Sets up inspection times with prospective tenants (email, SMS, phone)
Gathers feedback on marketed properties
Answers general enquiries about marketed properties
Makes outbound calls to prospective tenants
Lease Renewals Administrator
Generates lease renewal docs and checks for accuracy
Sends procedural and retractable notices to tenants. (Source signed lease)
Sends vacate packs (retractable & non retractable)
Chases tenants via SMS, email and phone to return documents on time
Organises smoke alarm process
Smoke Alarm Administrator
Sends a copy of the lease to owner and tenant
Adds rent amount in occupancy
Clears vacancy dates in occupancy
Adds lease date details in occupancy
Processes work orders for smoke alarms and blind cords
Chases smoke alarm certificates
Attaches smoke alarm compliance certificates
Grants authorization to lease quality assurance
Rents review quality assurance
Inspections
Routine Inspection Administrator
Creates and sets up contact and property files
Enters new businesses for property managers in both Property Management System and CRM ensuring data is updated and recorded correctly
Responsible for the ‘pool safety certificate’ and ‘loss management’ audit
Emails clients regarding Property Managers’ information
Responds to general tenant enquiries
Maps the portfolio at least 2 months in advance
Adjusts and reschedules runs
Makes phone calls, SM and emails when canceling runs
Books all runs in the Inspection Console
Sends out entry notice documents to tenants
Schedules CRM and calendar invites
Coordinates with office receptionists for the daily run sheets
Repairs and Maintenance Administrator
Creates maintenance request
Calls tenants to clarify information as needed
Advises tenants of action that will be taken and confirms access arrangements
Prepares entry notices, keys, etc.
Issues Work Orders and Quote Requests as required
Sources Request for Quotes and sends the details to the property manager
Sends Work Orders and follows up through to invoicing and completion stage
Informs property manager instantly when Quotes are returned
Coordinates the timing and tasks with onsite work: Prior to commencement, follows up tradesperson (or owner if necessary). When greater than $750, coordinates property manager to inspect and take photos of the site before starting; Upon completion, coordinates the property manager to inspect work and take completion photos
Inform the owner and property manager when the job is complete by email and attach the original request.
General Admin
General Administrator
Executes Microsoft Excel-related tasks (monthly report, lost management report, etc.)
Pools data
Monitors bond
Processes and sends leases
Trawls RPM data
Books routine inspections
Cleans up contact records
Transcribes voicemails
Checks Property compliance
Senior Administrator
Executes Microsoft Excel related tasks (monthly report, lost management report, etc.)
Pools data
Monitors bond
Processes and sends leases
Trawls RPM data
Cleans up contact records
Transcribes of voicemails
Assistant Sales Administrator
Assists the sales administration department across all offices
Prepares the marketing materials for new properties going into the market
Sends market reports on behalf of all agents
Does weekly market reports to keep contacts up to date on properties being listed, open for inspection and some articles related to it
Does all the appraisal reports generated from telemarketers and allocates them to the agent in their area
Creates contract packs for agents ready to present it to the prospective buyer
Creates monthly newsletter and reports
Tracks agent performance and competitors
Sales & Listings Admin
Sales Marketing Administrator
Orders and prepares brochure
Orders and prepares listing cards, signboards, rental cards and window cards
Adds agency logo watermarks to listing photos
Orders floor plan drawings
Orders real estate creative
Contacts buyers and sellers seeking testimonials
Performs telephone or Skype interviews
Transcribes interviews
Drafts a one-page testimonial
Sends drafts to agent / Property Manager for approval
Sends drafts to client for approval
Sends documents to Marketing team for publication
Listings Administrator
Enters listings into CRM
Writes descriptions (briefed by Sales Agent or Property Manager)
Adds photos / attributes / price
Adds Open For Inspection times
Adds Auction times
Conducts quality assurance on the listing before submission
Touches up photos
Uploads to various listing portals from CRM
Adjusts push to listing portals.
Carries out price adjustments
Modifies Auction times
Edits Open For Inspection times
Adds Sold advice
Takes down from portal
Contract Administrator
Prepares Exclusive Agency agreements
Exchanges letters between buyers and sellers
Prefills Lease Contracts for Property Managers
Prefills Contract of Sale for Sales agents
Performs Certificate of Title Searches
Patricia Cheah
We have been clients of Cloudstaff since 2016. Starting with a small team of 4, we have grown to 10 team members who have gone from strength to strength. Cloudstaff has provided us with top-level service and is ahead of the game in terms of technology and social responsibility. We are proud to be long-term clients of Cloudstaff.
Cloudstaff is the secret power of my company. As my company has grown and changed, our staff needs have too. Cloudstaff have supported us along the way & #TeamAngeles is an essential part of our strategy for the future.
Our international team at Cloudstaff are an incredibly valuable part of our business. They have had a positive impact on almost every aspect of our company and are one of the reasons we have been able to grow so quickly.
We chose Cloudstaff as our offshore service provider because our values and commitment to looking after our people aligned so well. The stable and supported working environment has allowed me to scale out and integrate over 50 support processes in our business nationally.
Want to know how outsourcing can help your real estate business?
Next steps
Free eBook
Find out more about outsourcing in the Philippines by downloading our free eBook. Learn about the culture, doing business in the region and what it takes to outsource successfully.
Innovation
Cloudstaff innovation is a game changer. We provide a suite of tools, applications and processes that can dramatically increase visibility, efficiency and communication.
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