Hi! We’re Smartsourcing, and we’re on the lookout for a full-time, on-site Admin Associate to join our growing team. If you’re detail-driven, love getting things organized, and thrive in a role that juggles everything from invoice processing to client onboarding—this is where your precision meets purpose. Around here, growth, innovation, and authenticity aren’t just buzzwords—they’re how we get things done every day.
Where? JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 CebuRole Overview
As an Admin Associate, you’ll support day-to-day operations through call handling, invoice processing, client communications, and compliance tasks—ensuring everything from tax lodgements to onboarding runs smoothly and on time.
Key Responsibilities
- Answering and directing calls: serve as the first point of contact by answering and directing all incoming calls to the appropriate team members.
- Invoice Management
- Verify that all invoices with automatic payments have been sent out of Ignition, Blue Xero, XPM and address any discrepancies.
- Drafting and processing invoices: prepare and process invoices as required, ensuring accuracy and timely delivery.
- ATO Correspondence processing: Handle the processing of all ATO Correspondence through MyID, ensuring timely and accurate documentation.
- Tax Lodgements: Assist in the lodgement of tax returns and other tax related documents.
- Electronic Collations: Manage the sending of electronic documents collations through Annature to clients.
- Mail Management: Manage all emails coming in through freshdesk and personal email inbox and sorting incoming scanned mail, saving it to the correct client files for easy retrieval and reference.
- Client Contact Management: Regularly update and manage client contact list to ensure current and accurate information.
- Client Communications: Prepare and send client email newsletters, ensuring timely and relevant content distribution.
- Client Onboarding and Offboarding: Oversee the onboarding and offboarding processes for clients, ensuring a smooth transition and maintaining accurate records.
- ASIC Annual Reviews: Process ASIC Annual reviews for clients, ensuring compliance and timely submission.
- ATO Communication Review: Review communications from the ATO directly out of the online services for agents, addressing any important updates or action required.
- Appointment setting: Scheduling meetings and appointments for clients and executives ensuring efficient calendar management.
- Prior experience in an administrative support role, preferably in property management or real estate.
- Candidates with experience in the Real Estate industry are highly-encouraged to apply
- Strong communication and interpersonal skills.
- Excellent organizational and multitasking abilities.
- High level of accuracy and attention to detail.
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 fourth 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:
- Fixed weekends off
- 5-day Christmas Leave
- ️ HMO coverage for you and your dependent/s from Day 1 of employment
- ️ Group life insurance from Day 1 of employment
- Free lunch + soft breakfast every day
- Free coffee every day (latte, americano, or cappuccino) made by our in-house barista
- For the night shifters, additional NIGHT DIFF
- ️ Sports wellness clubs including hiking and free-diving
- ️ Subsidised gym membership at Anytime Fitness
- Engagement bonuses
- Over-the-top monthly, quarterly, and annual performance bonuses
- Exclusive discounts in selected restaurants and merchants
- Themed BFFs, monthly knockoffs, summer parties
- ️ Community give-back programs and personal development workshops
- And so much more!
Bring clarity to complexity. Be the Admin Associate who makes it all work behind the scenes.