The posting
Where great admin is great client service.
Hi! We're Smartsourcing, and we're hiring a full-time, onsite Team Administrator to keep a busy Business Management team running — the kind of person who never lets a document slip or a deadline drift.
Where? JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu
About the Role
As a Team Administrator, you'll provide end-to-end administrative support to a Business Management team — driving client onboarding and offboarding, maintaining data accuracy across practice-management and external systems, and running recurring workflows across mail, ATO documents, client communication, lodgements, and billing. You'll work alongside the Practice Manager, Client Service Coordinators, and fellow Team Administrators, handling moderately complex work independently and escalating anything sensitive with clear context. It's a semi-structured, fast-paced environment with variability across directors and processes, so the role suits someone detail-driven and self-directed who can juggle competing priorities and exercise sound judgement without routine supervision.
Key Responsibilities
Client & Document Administration
- Send, follow up, track, and save documents for signing as required
- Manage client email — request information, respond to queries, and maintain a professional, timely communication standard
- Escalate complex or sensitive issues to the Client Service Coordinator or relevant team member
ATO Administration
- Process and follow up ATOmate documents; process unassigned or internal documents and update the practice-management system for correct future assignment
- Review and update ATO debt reports and request payment arrangements as required
- Process lodgement extensions, check lodgement status, and lodge ATO forms through Xero Tax
- Download client ATO reports (ICA, ITA, etc.)
Data Integrity & System Administration
- Maintain accurate client records in the practice-management system and external registers (ATO, ABR)
- Add and edit work items; carry out SharePoint maintenance
- Support client onboarding and offboarding — set up and close off work items, update all data, and coordinate with the onshore team to complete related tasks
Billing & Payments
- Assist with month-end invoices as required
- Disburse expenses and costs for on-charging to clients
- Set up recurring billing for fixed-fee clients and process direct debits in Ignition where required
Mail & General Support
- Save incoming physical mail to SharePoint and distribute internally and externally
- Liaise with Client Service Coordinators or relevant team members on queries
- Provide additional support and special-project help as required by the Practice Manager or Client Service Coordinator
Artificial Intelligence (AI) Readiness and Digital Enablement
- Maintain baseline AI literacy and use approved AI tools responsibly, in line with company policies, data privacy, information security, and client confidentiality obligations
- Apply sound judgment by validating outputs and avoiding overreliance, ensuring accuracy and accountability in all work delivered
- Participate in AI readiness trainings and proactively identify opportunities for process improvement through automation and responsible AI integration
What You'll Need to Succeed
Experience
- 1+ year in an administrative role — team administrator, finance admin, EA, or client-facing coordinator
- Ideally in a professional-services, accounting, or finance-advisory setting
Skills & Behaviours
- Strong attention to detail and data accuracy
- Self-directed, with sound judgement and the ability to work without routine supervision
- Comfortable juggling competing priorities in a fast-paced, semi-structured environment
- Excellent written and verbal English; confident on the phone and in short meetings with directors and clients
- Awareness of ATO lodgement processes, debt reviews, and payment arrangements is an advantage
Education
- Completion of a relevant administrative or business qualification preferred; no specific degree required
Tools
- MS Excel and MS Office — proficient
- Exposure to practice-management systems, the ATO Portal, Xero Tax, ATOmate, Ignition, and SharePoint/CRM 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
- Smartsourcing Exclusives (deals made just for you)
- Themed BFFs, monthly knockoffs, summer parties
- 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.
Where care meets process, and process meets pace. Apply now.
