Administrative Associate

Smartsourcing Inc.; Cebu City; On-site; PHP 240,000 - 360,000; Full time

Benefits offered by this job

5-day Christmas Leave

Healthcare from Day 1

Free lunch and coffee

Subsidized gym membership

Community give-back programs

Personal development workshops

Job summary

Smartsourcing is seeking an Administrative Associate to support day-to-day operations, including notices, maintenance orders, system updates, and documentation. You’ll manage emails, calendars, and records, coordinate with contractors, and assist with special projects, ensuring accuracy and efficient workflows across owners corporation administration.

The role emphasizes AI readiness, data privacy, and professional accountability, with opportunities to grow in a growing team and a culture that

Qualifications

• College graduate in Business Administration or related field.
• Entry-level or early-career experience in administrative support.
• Proficient in calendar management, documentation, and stakeholder communication.

Responsibilities

• Manage calendars, appointments, and schedules for client teams.
• Provide general administrative support and maintain records.
• Coordinate with contractors and suppliers via email.
• Handle email correspondence and client communication.
• Maintain databases and filing systems.
• Support ad hoc projects and AI readiness.

Skills

Calendar management

Email management

Documentation

Stakeholder coordination

Communication

Administrative support

Education

College degree in Business Administration or related field

Tools

Email systems

Database management

Office Suite

Job description

Keep day-to-day operations organized through reliable administrative support.

Hi! We're Smartsourcing, and we're looking for an Administrative Associate to support the day-to-day operations. In this role, you'll assist with notices, maintenance orders, system updates, certificate preparation, Resvu updates, documentation, client communication, and routine administrative tasks-tasks helping ensure accurate records, efficient workflows, and seamless support across owners corporation administration.

Role Overview

The Administrative Associate primarily focused on administrative coordination, communication, and day-to-day operational support, including managing email correspondence, maintaining records, coordinating with contractors and suppliers, and assisting with assigned administrative tasks. A smaller portion of the role involves inbound and outbound follow-up calls to contractors or suppliers for maintenance-related matters, subject to internal certification and guidance.

Key Responsibilities

Calendar & Schedule Management

• Manage and maintain calendars, appointments, and schedules
• Coordinate meetings and ensure the client team is aligned on timing
• Proactively resolve scheduling conflicts

Administrative Support, Documentation & Reporting

• Provide general administrative support across daily operations
• Prepare, format, and maintain documentation
• Compile and issue routine reports as required

Communication & Stakeholder Coordination

• Manage email correspondence and stakeholder communication
• Handle inbound calls professionally and route or action as needed
• Coordinate with contractors and suppliers, mostly via email
• Make occasional outbound follow-up calls for maintenance-related matters once certified

Database & File Maintenance

• Maintain accurate databases and filing systems
• Keep records organized, current, and easy to retrieve
• Apply office processes and conventions consistently

General Administrative Support & Special Projects

• Provide ad hoc administrative support across the team
• Assist with special projects and one-off operational tasks
• Adapt to shifting priorities as the client's needs change

Artificial Intelligence (AI) Readiness and Digital Enablement

• Maintain baseline AI literacy relevant to their role, including the ability to understand, use, and evaluate AI-supported tools for work efficiency and decision-making.
• Use approved AI tools and digital systems in compliance with company policies, data privacy requirements, information security standards, and client confidentiality obligations.
• Apply sound judgment in AI use by validating outputs, avoiding overreliance, and ensuring accuracy, fairness, and professional accountability for all work delivered

Qualifications:

• College graduate, diploma, degree, or relevant background in Business Administration, Office Administration, Customer Service, Property Administration, Owners Corporation Administration, or related field preferred.
• Entry-level or early-career experience in administrative support, clerical work, office support, customer service

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)
• Subsidized gym membership and sports wellness clubs including hiking and free-diving
• 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.