Practice Operations Assistant

Smartsourcing Inc.

Cebu City

On-site

PHP 223,000 - 357,000

Full time

9 days ago

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Benefits offered by this job

5-day Christmas Leave

Healthcare from Day 1

Free lunch and barista coffee daily

Night shift differential

Subsidized gym membership

Job summary

Smartsourcing Inc. in Cebu City is seeking a Practice Operations Assistant to support billing, mail, and reporting in a structured, process-driven environment. You will own weekly and monthly billing runs, manage shared inboxes, and generate reports for the Practice Management team.

Entry-level welcome; graduates encouraged. Requires Excel/Word proficiency and strong English communication. On-site at JEG Tower, Archbishop Reyes, Cebu City.

Qualifications

Entry-level welcome; recent graduates encouraged.
Proficiency in Microsoft Excel and Word.
Strong written and verbal English communication.
Comfortable reaching out to colleagues at all levels.

Responsibilities

Billing: create and process weekly and monthly billing runs.
Credit notes processing and approvals.
Mailbox and inbox management.
Produce reports and maintain data accuracy.
Assist with software rollout and SOPs.

Skills

English communication

Attention to detail

Time management

Teamwork

Tools

Microsoft Excel

Microsoft Word

Job description

Keep a busy accounting practice running smoothly — and grow your operations career while you do it!

Hi! We're Smartsourcing, and we're looking for a Practice Operations Assistant to join our team full-time and onsite. If you're an organised, detail-driven administrator who likes being the person who keeps everything on track, this is your opportunity to grow with a connected, collaborative, and high-performing team.

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

Your Role as a Practice Operations Assistant

As a Practice Operations Assistant, you'll provide administrative and operational support to the Practice Management team, keeping the day-to-day running smoothly across billing, mailbox management, and reporting. This is a structured, process-driven role — you'll work to clear SOPs and routines, following established processes and escalating the more complex or non-standard matters to the team. Billing sits at the heart of the day: you'll own the weekly and monthly billing runs and the end-to-end processing of credit notes, while also managing shared inboxes and producing the reports the team relies on. You'll be well supported as you learn the systems and build toward handling the day-to-day independently.

Key Responsibilities

Billing and Credit Notes

Create and process weekly and monthly billing runs
Send weekly and month-end invoices and process write-off runs
Manage credit notes end-to-end — process, follow up on approvals, and ensure all forms are completed
Keep a close eye on detail and accuracy across every billing and credit note task

Practice Mail and Inbox Management

Manage the shared ATO Practice Mail inbox and allocate items to the correct team
Action and respond to emails where able, following up to ensure outstanding items are closed out
Support the management of other shared inboxes, including user access setup
Assist with the rollout of new software and help maintain related procedures

Reporting

Produce the reports needed to support the team, including database cleanse reports for data accuracy
Support ATO Debt and BAS/ITR lodgement reporting, cleaning up report data for accuracy and relevance
Maintain productivity reporting and related time-entry updates

Team and Collaboration

Communicate clearly and confidently with internal teams and stakeholders at every level
Seek clarity on expectations, take ownership of tasks, and meet deadlines
Follow established processes and escalating difficult or complex matters appropriately
Support the wider team with projects and various administrative duties as required

What Makes You a Strong Fit

Entry-level welcome — no prior experience required, and recent graduates are encouraged to apply
Proficiency in Microsoft Excel and Word
Strong written and verbal English communication
Comfortable reaching out to and following up with people at any level

Skills Junior Practice Operations Assistants Need

Strong attention to detail and accuracy, especially across billing and credit notes
Good written and verbal communication skills
Analytical thinking and a methodical approach to routine work
Strong interpersonal and organisational skills
Ability to manage time and prioritise tasks effectively
Confidence to follow set processes and elevate only complex or non-standard matters
Ability to work independently and as part of a team
Willingness to learn and adapt in a fast-paced environment

Your Professional Edge

A proactive and growth-oriented mindset
Attentiveness and reliability in delivering accurate work
Comfort building rapport and engaging stakeholders across the business
Organised, dependable, and accountable in meeting deadlines
A positive attitude and openness to feedback and continuous improvement
Exposure to practice management software is a plus

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 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: