Junior Team Administrator

Smartsourcing

Cebu City

On-site

PHP 201,000 - 312,000

Full time

4 hours ago

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Benefits offered by this job

Healthcare from Day 1

Free lunch

Gym membership

Development workshops

Job summary

Smartsourcing in Cebu City is hiring a full-time onsite Junior Team Administrator to support the accounting team's daily operations and assist Client Service and Practice Management teams.

You will manage mail and document processing, data integrity, client administration, ATO lodgements, and system records, helping onboarding and offboarding processes. The role emphasizes accuracy, communication, and collaborative work.

Qualifications

Prior experience in administrative roles, preferably in accounting or similar field.
Strong written and verbal communication skills.
Bachelor's degree in Accounting or Business-related field.

Responsibilities

Assist onshore Team Administrator with mail processing and document distribution.
Liaise with Client Service Coordinators on mail-related queries.
Process documents via ATOmate and track assignments.
Update practice management system for correct future assignments.
Check ATO Portal for payment plans or debts.
Maintain client records in the practice management system and SharePoint.
Support onboarding/offboarding and update system records.
Provide general admin support to Client Service and Practice Managers.
Ensure AI readiness and compliance with privacy and security policies.

Skills

Administrative experience

Communication skills

CRM basics

Education

Bachelor's degree in Accounting or Business-related degree

Tools

CRM software

Excel

Word

Job description

Keep the team organized and operations running smoothly.

Hi! We're Smartsourcing, and we're hiring a full-time, onsite Junior Team Administrator — the administrative support specialist who helps keep the accounting team's daily operations running smoothly while supporting the Client Service and Practice Management teams.

About the Role

The role plays an important part in enhancing client service delivery by facilitating efficient client onboarding, maintaining accurate client data, and assisting with a range of administrative functions to support client and operational requirements.

Key Responsibilities

Mail and Document Processing

Assist the onshore Team Administrator with saving incoming physical mail to SharePoint and distributing documents to internal teams or external clients.
Liaise with Client Service Coordinators or relevant accounting team members regarding mail-related queries.
Process documents through ATOmate and follow up on documents assigned to the team by the Director.
Process unassigned or internal documents and update the practice management system to ensure correct assignment in the future.
Check the ATO Portal to confirm payment plans or outstanding debts when processing documents.
Save documents accurately in SharePoint following approved naming conventions.

Client Administration

Assist in the collation of year-end client packs.
Send client packs and follow up with clients for completion and return.
Send and follow up ATO forms including BAS, IAS, FBT and other required documents for signing.
Track signed documents and save them appropriately in the document management system.
Maintain accurate documentation of client records related to signed forms and packs.

ATO Administration and Lodgement Support

Review and update ATO debt reports and distribute them to relevant team members for action.
Request ATO payment arrangements where required.
Download client-related ATO reports including ICA and ITA reports.
Process lodgement extensions as required.
Check online lodgement status and update internal records accordingly.
Lodge ATO forms through Xero Tax where applicable.

Data Integrity and System Administration

Maintain accurate client records in practice management systems and external systems such as ATO and ABR.
Add and edit work items within the practice management system.
Process disbursements and expenses for client on-charging.
Assist with onboarding and offboarding of clients within the system.
Support Client Service Coordinators or Client Service Administrators with setting up or closing work items and updating system records.
Maintain SharePoint documentation and coordinate with the onshore team for completion of tasks related to the ATO Portal or physical document filing.

General Administrative Support

Provide administrative support to Client Service Coordinators and Practice Managers when requested.
Respond to team requests and provide updates on assigned tasks.
Maintain clear and timely communication with team members and stakeholders.

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

Experience

Prior experience in administrative roles, preferably in an accounting or similar field.

Skills & Behaviours

Strong written and verbal communication for reporting, documentation, and client coordination.

Education

Bachelor's degree in Accounting or Business-related degree

Tools

Basic knowledge of CRM (database) software
Excel and Word

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: