The posting
Deliver operational excellence by supporting efficient and accurate collections processes.
Hi! We're Smartsourcing, and we're looking for a Collections Operations Executive to supports invoice validation, customer and debtor administration, Customer Due Diligence (CDD), case creation, and financial data verification. The role is invoice-heavy and operates within a structured, SOP-driven environment with defined service levels and turnaround time (TAT) processing windows across multiple operational workstreams.
Where? JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu
About the Role
As an Collections Operations Executive, it validates back-office and VAT details, reconciles invoices against Oracle Accounts Payable records, reviews PDF invoices, manages exceptions, and prepares payment readiness reporting. It also performs phone and email verification, financial health checks, debtor verification, invoice ageing reviews, insolvency searches, and public-record research, and creates single and bulk cases together with Trade Credit and Debtor Cards, document splits, and data enrichment.
Key Responsibilities
Invoice Validation and Exception Management
- Validate back-office (BO) and VAT details on Legal Debt Collection (LDC) invoices against source records and agreed validation rules.
- Review PDF invoices for completeness, accuracy, correct amounts, currency, tax treatment, and supporting documentation.
- Identify, log, and resolve invoice exceptions, mismatches, and missing information within agreed turnaround times.
- Escalate unresolved exceptions, disputed charges, or approval-dependent items to the relevant Process Manager or AR Manager.
- Maintain complete audit trails and validation records for every invoice processed.
- Apply SOP updates and validation rule changes promptly and consistently.
Oracle AP Reconciliation and Payment Readiness Reporting
- Validate invoice data against Oracle Accounts Payable records, including supplier, reference, amount, and payment status
- Reconcile discrepancies between invoice documents, case records, and Oracle AP entries.
- Prepare and submit payment readiness reporting on the agreed schedule and in the required format.
- Verify financial data, calculations, and totals prior to submission for payment.
- Flag duplicate, incorrect, or out-of-policy payment items before processing.
- Maintain organised records of reconciliations, reports, and supporting evidence.
Administrative Operations and Debtor Verification
- Perform phone and email verification for debtors and customers using approved sources and verification methods.
- Conduct financial health checks and review company information from websites, registries, and public records.
- Complete debtor verification, invoice ageing reviews, and insolvency searches within agreed processing windows.
- Action case alerts and administrative queues in line with priority rules and SLAs.
- Update customer and debtor records accurately and promptly in the relevant systems.
- Escalate incomplete, conflicting, or high-risk findings to the Admin Manager.
Case Creation and Case Administration
- Create single and bulk collections cases accurately and completely using approved templates and data sources.
- Prepare and maintain Trade Credit (TC) Cards and Debtor Cards with verified information.
- Perform document splits and correctly attach supporting documentation to the relevant case records.
- Complete data enrichment activities to improve case completeness and downstream collectability.
- Validate case data prior to submission and correct errors identified in quality checks.
- Coordinate with global collections teams to clarify case details and resolve missing information.
Customer Due Diligence (CDD)
- Complete Customer Due Diligence checks in line with client policy, regulatory expectations, and internal procedures
- Verify customer identity, ownership, registration, and status information using approved sources.
- Document CDD findings, evidence, and conclusions clearly and consistently.
- Identify and escalate red flags, adverse findings, or unverifiable information to the Account Manager.
- Maintain confidentiality and secure handling of all customer and financial information.
- Complete required CDD refreshers and procedural updates as scheduled.
Quality, Compliance and Turnaround Performance
- Meet or exceed the minimum quality assurance (QA) score across all assigned workstreams.
- Manage personal workload and prioritisation to consistently meet TAT and SLA commitments.
- Apply SOPs, checklists, and quality controls consistently, and raise process gaps for review.
- Maintain data accuracy below the agreed error threshold and action QA feedback promptly.
- Report volumes, blockers, and risks to the relevant Process Manager in a timely manner.
- Identify and recommend practical process improvements within scope of work.
Artificial Intelligence (AI) Readiness and Digital Enablement
- Maintain role-relevant AI literacy — evaluate and use AI-supported tools for account health monitoring, client communication drafting, and portfolio prioritisation.
- Use approved AI tools and digital platforms in line with company policies, data privacy, and client confidentiality obligations.
- Identify opportunities where AI-enabled automation could improve onboarding, account review, or churn detection workflows.
- Complete all required AI readiness trainings within the agreed cycle.
What You'll Need to Succeed
Qualifications
- A Bachelor's degree in a relevant discipline is required — Business Administration, Commerce, Accounting, Finance, Economics, Management, or a related field.
- 1–3 years of experience in administration, finance, invoice support, commercial operations, or back-office processing is required.
- Background in collections administration, credit operations, or Customer Due Diligence / KYC verification is advantageous.
- Exposure to commercial trade credit insurance, financial services, banking, insurance, or BPO and shared-services environments is preferred.
Tools
- Intermediate Microsoft Excel proficiency is required, including formulas, lookups, filtering, sorting, and data validation. Working knowledge of the Microsoft Office Suite is expected.
- Familiarity with Oracle, SAP, Salesforce, or other ERP and CRM platforms, and with online company registries and public-record research tools, is advantageous.
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)
- Night shift differential for evening schedules
- Smartsourcing Exclusives (deals made just for you)
- Community give-back programs and personal development workshops
We're not just another outsourcing company. We're building something that actually matters here a place where good work meets good culture.
Your next career starts here. Apply now!
