Team Administrator

Detail by detail, file by file, the practice runs on you.

Hi! We're Smartsourcing , and we're looking for a full-time , onsite Team Administrator — 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 essential admin support across mail and document processing, client packs, ATO coordination, and system maintenance for an accounting practice. You'll work alongside onshore team members to keep workflows moving and records current, and partner with Client Service Coordinators and Practice Managers on day-to-day execution. The role suits a process-driven operator who can juggle competing priorities, communicate clearly across teams, and stay calm and accurate under volume.

Key Responsibilities

Mail and Document Processing

• Assist the onshore Team Administrator with saving incoming physical mail to SharePoint and distributing documents to internal teams or external clients.
• Liaise with Client Service Coordinators or relevant accounting team members regarding mail-related queries.
• Process documents through ATOmate and follow up on documents assigned to the team by the Director.
• Process unassigned or internal documents and update the practice management system to ensure correct assignment in the future.
• Check the ATO Portal to confirm payment plans or outstanding debts when processing documents.
• Save documents accurately in SharePoint following approved naming conventions.

Client Administration

• Assist in the collation of year-end client packs.
• Send client packs and follow up with clients for completion and return.
• Send and follow up ATO forms including BAS, IAS, FBT and other required documents for signing.
• Track signed documents and save them appropriately in the document management system.
• Maintain accurate documentation of client records related to signed forms and packs.

ATO Administration and Lodgement Support

• Review and update ATO debt reports and distribute them to relevant team members for action.
• Request ATO payment arrangements where required.
• Download client-related ATO reports including ICA and ITA reports.
• Process lodgement extensions as required.
• Check online lodgement status and update internal records accordingly.
• Lodge ATO forms through Xero Tax where applicable.

Data Integrity and System Administration

• Maintain accurate client records in practice management systems and external systems such as ATO and ABR.
• Add and edit work items within the practice management system.
• Process disbursements and expenses for client on-charging.
• Assist with onboarding and offboarding of clients within the system.
• Support Client Service Coordinators or Client Service Administrators with setting up or closing work items and updating system records.
• Maintain SharePoint documentation and coordinate with the onshore team for completion of tasks related to the ATO Portal or physical document filing.

General Administrative Support

• Provide administrative support to Client Service Coordinators and Practice Managers when requested.
• Respond to team requests and provide updates on assigned tasks.
• Maintain clear and timely communication with team members and stakeholders.

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

Qualifications

• Prior experience in a professional services firm supporting English-speaking clients is required; accounting firm experience strongly preferred
• Excellent written and spoken English required — the role involves daily communication with staff and clients across an English-speaking practice
• Strong attention to detail and accuracy in handling client records and documentation
• Solid organisational and time management skills, with the ability to juggle multiple priorities
• Comfortable working with SharePoint, document management systems, and practice management platforms
• Familiarity with ATOmate, Xero Tax, ATO Portal, or similar accounting tools is advantageous
• Process-driven mindset with care for accuracy and confidentiality
• Able to work independently and as part of a collaborative team

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
• And so much more!

We're not just another outsourcing company. We're building something that actually matters here a place where good work meets good culture.

Behind every well-run practice is someone like you. Apply now.