Real Estate

> > Real Estate
Real Estate2019-08-29T06:51:45+08:00

Get more done, reduce your labour 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 optimise their competitive edge and reduce their running costs while growing both their property sales and property management divisions.

Real estate businesses utilising Cloudstaff teams are able to redirect much needed funds into customer-facing revenue-generating initiatives, which in turn can grow their sales and property management divisions.

Property Management Division:

We’re helping property management divisions to grow their rent rolls by providing:

  • Leasing teams
  • Inspection teams
  • Marketing teams
  • Accounts teams

Property Sales Division

We helping Property Sales Agents to sell more by providing:

  • General admin teams
  • Marketing teams
  • Accounts teams

You can find more information about these roles in the sections below.

Find out how next-generation outsourcing can help your real estate business.

Benefits of outsourcing to your real estate business

Cloudstaff provides highly skilled, well-trained support staff who can reduce your labor costs by up to 60%. But even more important than the money is the time you save. By outsourcing the low-value, repetitive tasks that consume much of your key staff’s time, you allow them to focus on more important tasks, like growing your business.

Do more for less. Save money and time

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.

Have a higher performing sales team

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

Optimise 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.

Property Management Division


  • 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

Property Management Division


  • 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.

Sales & Property Management Divisions


  • 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

Property Sales & Property Management Divisions

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

Sales & Property Management Divisions

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 b
    • 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 prospective buyer
    • Creates monthly newsletter andreports
    • Tracks agent performance and competitors

Sales & Property Management Divisions

Sales & Listings Admin

  • Sales Marketing Administrator
    • Orders and prepares brochure
    • Orders and prepares of just listed cards, sign boards, 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

Mix & Match

Imagine being able to create teams of talented people with specialized skills that will help your real estate practice grow and be more efficient. Quickly and easily build a multi-skilled team of professionals dedicated to helping your business grow.

Frequently Asked Questions

Do I need to be concerned about security?

You don’t have to worry about data security, privacy, and sovereignty issues because at Cloudstaff, we’ve already taken care of them for you.

When you outsource with Cloudstaff, there are multiple options available to protect your intellectual property. Thanks to today’s technology, secure internet networks, download restrictions, password protection, and CCTV surveillance. We are happy to discuss your needs and deploy what’s right for your business.

Our staff comply with all company standards and they are trained by team managers who closely monitor their performance and client delivery of tasks.

Below are some of the security and compliance options we offer our offshoring clients:

  • Secure printing
  • Document shredders
  • CCTV surveillance
  • Regular software updates
  • Computer security
  • Employee screening
  • Secure building locations
  • Guards and patrols
  • Biometrics and alarm systems
  • Screen activity and workflow monitoring
  • Staff bonded with disclosure statements
  • Physical dedicated hardware firewall
  • RDP remote services
  • VPN client
  • PCs limited by MAC address

How much do I have to train my Cloudstaffers?

Filipino workers are among the most competitive and skilled in the world. Your Cloudstaff team members are well-educated, English speaking, and are keen to assist you in growing your business.

It is usually up to each company to train their Cloudstaffers in the way they want their business processes to be performed. To be clear, there will be a required upfront training commitment from your organisation in order to successfully onboard your Cloudstaffers.

Some customers opt to perform their training regularly using chat and collaboration software programs like Skype, whereas, other clients prefer to visit their team in the Philippines and train them face-to-face.

While both methods are highly effective, we do encourage you to seriously consider the second option. There’s nothing more effective and rewarding than bonding with your Cloudstaff team members and imparting context and meaning face-to-face in training sessions.

What technology is typically used to communicate with my team?

Modern collaboration tools like Skype, Skype for Business, Zoom.us, and Appear.in make minute-by-minute spoken conversations and written chat threads quick, easy, and effective.

The screen sharing functions simplify training and assist with problem-solving and imparting context to team members.

We are experts in IP telephony, too. We are happy to discuss options with you where your Cloudstaffers are configured as just another extension number on your existing PABX phone system.

This means that while your Cloudstaff team might be physically located in the Philippines, they look, feel, and act like they are just sitting with your team in the same room.

I don’t want to be constantly retraining new staff. What is your staff attrition rate?

We recognize our clients’ need for a stable team with minimal staff churn.

Cloudstaffers enjoy a number of staff retention benefits that are desired by the whole Philippine BPO industry

This creates stability and has given us a staff turnover rate of less than 2% per month.*

This helps you to consistently grow your practice and plan for the future while minimising the need to re-train.

*As audited by BDO  February 2018.

How do I build a plan to outsource and create relevant job descriptions for my Cloudstaffers?

If this is your first time outsourcing, there is likely a lot you don’t know yet and you’ve probably also got a lot of unanswered questions. Don’t worry, we’ve got you covered.

Please download our Real Estate Outsourcing Planner from the Downloads section of this page.

With this guide we hope to set your expectations on what you should expect from us when you commence outsourcing with Cloudstaff.

We provide a simple framework that is tried and tested to rank and prioritise various real estate tasks.

We outline many of the different tasks being performed today by Real Estate Cloudstaffers. You can very easily use these tasks to create your own job descriptions.

Do you have job descriptions already?

Yes, we have generic Real Estate job descriptions that we’ve prepared beforehand. You can download the Cloudstaff Real Estate Job Descriptions from the Downloads Section of this page.

Please take into account that every real estate office is different. It is not uncommon for our clients to mix and match responsibilities from several disciplines. While we have grouped the services into logical roles, we can also recruit staff who have mixed roles and skills if you would prefer.

What types of real estate software and vendors do Cloudstaffers use?

We have a very deep understanding of what’s required when you need to outsource your real estate back office functions.

For more information, download our Real Estate Software Services and Suppliers Guide from the Downloads section of this page.

The outsourcing of a real estate back office will usually mean your Cloudstaffers will use any number of well-known real estate CRM systems and Property Management systems. They will also happily reach out to and liaise with your local suppliers.

Downloads & Resources