Finance & Contracts Administrator: Trust Accounting

Smartsourcing Inc.; Cebu City, Hinoba-an; On-site; PHP 360,000 - 540,000; Full time

Benefits offered by this job

5-day Christmas Leave

Healthcare from Day 1

Free lunch & coffee

Job summary

Smartsourcing Inc. is seeking a Finance Administrator to support financial and contractual operations behind seamless property transactions.

You will handle accounts administration, invoicing, expense processing, contract preparation, and trust accounting activities to ensure documentation accuracy, timely processing, and compliance across property transactions. The role involves coordinating with agents, clients, solicitors, and internal stakeholders, maintaining audit-ready records, and

Qualifications

• Bachelor's degree in any field. Background in Accounting, Finance, Business Administration, or Legal Studies is advantageous
• 1-2 years experience in administration, invoicing, accounts, contracts, or financial support roles

Responsibilities

• Process accounts, invoicing, and expense transactions for property-related activities
• Process accounts payable and receivable transactions accurately and within agreed cycles
• Code expenses to the correct property, owner, and ledger account
• Reconcile supplier and vendor invoices against approvals and supporting documentation
• Maintain organized and audit-ready financial transaction records
• Prepare contracts and sale documentation in line with NZ real estate processes and templates
• Draft, review, and route contracts for signatures and approvals
• Track contract milestones, expiries, and required follow-ups
• Liaise with solicitors and relevant stakeholders regarding documentation requirements
• Maintain organized and version-controlled contract records and files
• Maintain trust accounting records in compliance with NZ real estate trust accounting procedures
• Process trust deposits, disbursements, and reconciliations accurately
• Identify discrepancies and coordinate resolution with the Account Manager
• Support external audits and trust account reviews with complete supporting documentation
• Maintain awareness of updates to NZ trust accounting and compliance requirements
• Prepare reports, reconciliations, and financial records based on agreed reporting cadences
• Produce account summaries, expense reports, and contract pipeline reports
• Identify variances and escalating findings with supporting explanations
• Maintain accurate and organized digital filing structures in accordance with company standards
• Support ad hoc financial and administrative requests as required
• Coordinate with agents, clients, solicitors, and internal stakeholders regarding accounts and contracts administration activities
• Respond to financial and contractual enquiries professionally and within agreed response timelines
• Send confirmations, reminders, and follow-ups related to outstanding documentation or financial actions
• Escalate sensitive or unresolved matters to the Account Manager appropriately
• Maintain professional working relationships across internal and external stakeholders
• 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
• Participate in required AI readiness trainings, upskilling programs, and continuous improvement initiatives as part of Smartsourcing's innovation and learning culture
• Proactively identify opportunities for process improvement through automation, digitization, and responsible AI integration within their scope of work

Skills

Accounts administration

Invoicing

Expense processing

Contract preparation

Trust accounting

Stakeholder coordination

Education

Bachelor's degree

Tools

Microsoft 365

Google Workspace

Accounting software

Trust accounting software

Zero

Monday.com

Job description

Smartsourcing Inc. is seeking a Finance Administrator to support financial and contractual operations behind seamless property transactions.

You will handle accounts administration, invoicing, expense processing, contract preparation, and trust accounting activities to ensure documentation accuracy, timely processing, and compliance across property transactions. The role involves coordinating with agents, clients, solicitors, and internal stakeholders, maintaining audit-ready records, and