Finance Admin Associate

Smartsourcing

Philippines

On-site

PHP 201,000 - 290,000

Full time

5 days ago

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Benefits offered by this job

Healthcare from Day 1

Free lunch and coffee daily

Night shift differential

Subsidised gym membership

Job summary

Smartsourcing is seeking a Finance Admin Associate to support day-to-day financial and administrative operations at our Cebu City office. You will help with account sales preparation, agent debits/credits, deposit receipting, and liaison with conveyancers to keep records accurate and transactions timely.

The role emphasizes precision, organized documentation, and proactive communication with internal teams to ensure seamless property settlements and compliant financial workflows.

Qualifications

Background in Accounting/Finance or related field is advantageous.
Entry-level or early-career experience in finance, accounting support, or admin is preferred.
Exposure to account sale preparation, conveyancer communication, and deposit processing is advantageous.
Strong MS Office/Excel skills are expected.

Responsibilities

Prepare account sales for property transactions based on approved procedures.
Process agent debits and credits and verify details.
Record purchaser deposits and process refunds as required.
Coordinate with conveyancers and internal finance stakeholders.
Maintain accurate and organized finance records.
Ensure timely processing and proper documentation.

Skills

Account sales preparation

Conveyancer communication

Agent debit and credit processing

Deposit receipting

Recordkeeping

Attention to detail

Administrative support

Communication with stakeholders

Education

Background in Accounting/Finance

Tools

Microsoft Excel

Google Workspace

Finance systems

Microsoft Office

Job description

Job Description

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.

About the job Finance Admin Associate

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

Where?

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

About The Role

As a Finance Admin Associate, you'll support 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 elevate 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 elevate 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 recognised 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

About

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: