Executive Administrative Bookkeeper

Outsourcey; Taguig; On-site; PHP 446,000 - 781,000; Full time

Benefits offered by this job

Competitive salary

Career growth opportunities

Work with industry leaders in BPO

Job summary

Outsourcey is seeking a detail-oriented Finance/Marketing Admin who will handle marketing expense reconciliations, invoicing, and CRM administration in a fast-paced environment in the Philippines.

You will manage ProSpend and other expense platforms, coordinate with suppliers, and support budgeting and reporting across finance and marketing functions.

Qualifications

• Experience in bookkeeping, accounts administration or finance administration.
• Strong in expense reconciliation and keeping financial records with accuracy.
• Excellent Excel or Google Sheets skills and data handling.
• Familiar with marketing expense systems; ProSpend preferred but not required.
• Ability to manage recurring tasks and growing transaction volumes.
• Ability to follow up with internal teams and suppliers effectively.
• Strong written and verbal communication; can work independently.

Responsibilities

• Complete and maintain marketing expense reconciliations using ProSpend.
• Manage 30+ invoices monthly; handle increasing volumes.
• Process and reconcile events, advertising, and marketing expenses.
• Maintain expense documentation including digital receipts (LinkedIn, etc.).
• Identify discrepancies and follow up with stakeholders.
• Keep financial records accurate and organized; update Budget Tracker.
• Monitor spend against budgets; liaise with Accounts Payable for timely payments.
• Follow up on outstanding payments with suppliers; track payment status.
• Coordinate couriers and delivery of marketing materials for events.
• Provide general admin support to marketing and finance teams.
• Act as HubSpot CRM administrator; manage leads, reports and workflows.
• Support campaign planning and cross-functional coordination; prepare ELT updates.

Skills

Attention to detail

Time management

Independent work

Written & verbal communication

Ownership of responsibilities

HubSpot CRM usage

CRM and marketing workflows

Proactive follow-up

Microsoft Excel / Google Sheets

Tools

ProSpend

SAP Concur

HubSpot CRM

Claude

Slack

Canva

Google Suite (Docs, Sheets, Drive)

Google Drive

Job description

Looking to take your career to the next level? Then this role is for you!

Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together!

Profile Requirements

• Previous experience in bookkeeping, accounts administration, finance administration or a similar role.
  
• Strong experience with expense reconciliation and financial record keeping.
  
• High level of accuracy and attention to detail.
  
• Strong Microsoft Excel or Google Sheets skills.
  
• Comfortable working with financial and expense-management systems; ProSpend experience is highly regarded but not essential but must have experience in alternative platforms (e.g. SAP Concur) if not.
  
• Strong organisational and time-management skills.
  
• Ability to manage recurring tasks and increasing transaction volumes.
  
• Confident following up with internal teams and suppliers.
  
• Strong written and verbal communication skills.
  
• Ability to work independently and take ownership of assigned responsibilities.
  
• Demonstrated high proficiency and recent active usage of HubSpot CRM (core requirement); proficient with Claude, Slack, Canva, and Google Suite (Docs, Sheets, Drive) with demonstrated recent usage.
  
• Basic Canva capability is advantageous; advanced design skills are not required.
  

Core responsibilities:

• Complete and maintain marketing expense reconciliations using ProSpend.
  
• Manage approximately 30+ invoices monthly, with volumes expected to increase.
  
• Process and reconcile expenses relating to events, conferences, advertising and other marketing activities.
  
• Manage recurring expense documentation, including high-volume digital advertising receipts such as LinkedIn.
  
• Identify missing information, receipts or discrepancies and proactively follow up with relevant stakeholders.
  
• Maintain accurate and organised financial records.
  
• Update and maintain the Marketing Budget Tracker.
  
• Monitor marketing expenditure against allocated budgets.
  
• Liaise with Accounts Payable to ensure invoices and supplier payments are processed on time.
  
• Proactively follow up on outstanding payments, particularly for smaller suppliers and service providers.
  
• Maintain accurate records of invoices, expenses and payment status.
  
• Coordinate couriers and merchandise deliveries for approximately 2–4 events per week.
  
• Track deliveries and ensure event materials arrive at the correct location within required timeframes.
  
• Provide general administrative support to the marketing team.
  
• Assist with document management, data entry and other ad hoc administrative requirements.
  
• Acting as marketing's HubSpot CRM administrator: maintaining data integrity, user permissions, field configurations, and workflows; managing event-related leads in HubSpot and coordinating handoff to sales, with marketing owning all leads until conversion to opportunity status, at which point RevOps and sales assume ownership; preparing and maintaining HubSpot reports, including lead generation and marketing performance reporting.
  
• Supporting campaign planning and execution across marketing initiatives: tracking dependencies, managing brief handoffs, coordinating with cross-functional stakeholders, and flagging project risks to keep workstreams on track; delivering weekly ELT marketing progress status updates and monthly ELT OKR-aligned summaries; compiling quarterly board deck data including Share of Voice, agency results, and key marketing performance metrics.
  
• Diary and calendar management.
  
• Supporting meeting coordination and scheduling.
  
• Managing brand and marketing asset libraries: maintaining central brand folder structure, organising and tagging graphic design and photography assets for team access, supporting bulk content scheduling and asset uploads (day-one responsibility); providing broader executive and marketing administration support.
  
• Providing broader executive and marketing administration support.
  
• Supporting process improvements across finance and marketing administration.
  

Benefits:

• Competitive salary
• Opportunity to shape the HR function of a rapidly growing BPO.
• Work closely with a team of industry leaders who have successfully scaled BPOs in the past.
• Career growth and development opportunities.