Finance Admin Associate

Precision that protects the practice, one transaction at a time.

Hi! We're Smartsourcing, and we're looking for a Finance Admin Associate to support with day-to-day financial and administrative operations. In this role, you'll assist with the financial processing of property transactions, maintain accurate records, and provide administrative support—helping ensure efficient workflows, financial accuracy, and seamless property settlement processes.

Where? JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu

About the Role

As a Finance Admin Associate, you'll supports the preparation of account sales, agent debit and credit processing, deposit receipting, deposit refund support, and communication with conveyancers and internal stakeholders to help ensure transaction records are accurate, organized, and processed on time.

Key Responsibilities

Account Sale Preparation Support

• Assist with preparing account sales for property transactions based on approved finance procedures and available transaction information.
• Review financial and property transaction details to support accurate account sale preparation before settlement.
• Check campaign statements, sales details, agent information, commission details, and related transaction records for completeness and consistency
• Identify possible discrepancies, missing information, or unclear details and raise them to the Team Lead or appropriate stakeholder for guidance.
• Support calculation or checking of agent commissions based on available agreements and approved instructions.
• Maintain accurate notes and documentation for account sale preparation activities.

Conveyancer Communication and Account Sale Submission

• Send reviewed account sale documentation to vendor conveyancers within required timelines.
• Respond to routine conveyancer queries by checking available records, approved references, and transaction details.
• Coordinate with the Team Lead, Harris Finance Team, or Harris Sales Team to clarify conveyancer questions or missing information.
• Ensure account sale documents sent to conveyancers are accurate, complete, and professionally communicated.
• Escalate complex conveyancer queries, transaction concerns, or approval-dependent matters to the Team Lead or appropriate stakeholder.
• Maintain accurate records of submissions, responses, and follow-up actions.

Agent Debit and Credit Processing Support

• Process assigned agent debits and credits, including gift-related debits, based on approved instructions and finance procedures
• Check agent details, transaction references, amounts, and supporting information before processing adjustments.
• Maintain accurate records of agent debit and credit entries to support correct commission and transaction records.
• Identify missing, inconsistent, or unclear debit and credit information and escalate for clarification.
• Manage assigned high-volume debit or credit tasks while maintaining accuracy and timeliness.
• Apply feedback from the Team Lead or finance stakeholders to improve processing accuracy.

Deposit Receipting and Refund Support

• Record purchaser deposits from trust accounts based on approved finance procedures and available transaction information.
• Ensure deposits are properly accounted for, allocated, and recorded in the appropriate finance records or systems.
• Assist with processing deposit refunds when required and within approved instructions.
• Check purchaser, property, amount, trust account, and transaction details before recording deposits or refunds.
• Escalate unclear, mismatched, missing, or approval-dependent deposit and refund concerns to the Team Lead or appropriate stakeholder.
• Maintain accurate records of deposit receipting and refund support activities.

Transaction Query Clarification and Stakeholder Coordination

• Communicate with Harris Sales Teams, onshore teams, vendor conveyancers, and internal finance stakeholders to obtain confirmations or clarify transaction details.
• Ask clear and relevant questions to resolve missing information, inconsistent details, or routine processing concerns.
• Provide timely updates on assigned finance tasks, pending confirmations, and required next steps.
• Coordinate routine transaction concerns within the role's scope and escalate non-standard issues when required.
• Maintain professional and accurate communication in all finance-related interactions.
• Support smoother transaction handling by sharing relevant information with the correct stakeholders.

Finance Records, Accuracy, and Documentation

• Maintain accurate finance records, account sale notes, transaction details, agent debit and credit records, deposit records, and related documentation.
• Follow approved filing, naming, documentation, and recordkeeping procedures.
• Review assigned outputs for accuracy, completeness, and consistency before submission or processing.
• Identify possible discrepancies, missing information, or recordkeeping issues and raise them promptly.
• Apply corrections based on Team Lead, stakeholder, or quality feedback.
• Handle financial and transaction information with confidentiality and care.

Task Prioritization and Timely Processing

• Prioritise assigned account sales, agent debits, deposit receipting, refunds, and finance tasks based on settlement timelines, required deadlines, and Team Lead guidance.
• Manage assigned daily work to support timely transaction processing and avoid unnecessary backlogs.
• Track pending items, follow-ups, and tasks requiring clarification.
• Communicate workload concerns, delays, or blockers to the Team Lead promptly.
• Support team efficiency by completing routine and assigned finance tasks accurately and on time.
• Apply approved process updates and feedback to improve task handling.

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

• A background in Accounting, Finance, Business Administration, Management Accounting, Commerce, or a related field is advantageous but not required.
• Entry-level or early-career experience in finance, accounting support, administration, property administration, transaction processing, or similar back-office work is preferred.
• Exposure to account sale preparation, commission-related processing, conveyancer communication, deposit receipting, refunds, financial documentation, or property transaction support is advantageous.

Tools

• Microsoft Office, Microsoft Excel, Google Workspace, email tools, finance systems, document management tools, spreadsheets, and digital communication platforms is expected. Familiarity with trust account records, property transaction systems, or real estate finance workflows 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)
• 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.

Balance. Reconcile. Deliver. Apply now.