Team Administrator

Smartsourcing

Cebu City

On-site

PHP 335,000 - 469,000

Full time

3 days ago

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Benefits offered by this job

Healthcare from Day 1

Free lunch and coffee

Gym membership subsidies

Great place to work award

Job summary

Smartsourcing is hiring a full-time, onsite Team Administrator to support a busy Business Management team in Cebu City. You will manage client onboarding/offboarding, maintain data accuracy across systems, and run recurring workflows including billing and document handling with a focus on accuracy and timeliness.

In this role you will collaborate with the Practice Manager, Client Service Coordinators, and fellow Team Administrators, handling moderately complex tasks with minimal supervision.

Qualifications

1+ year in an administrative role or similar
Experience in professional services, accounting, or finance-advisory setting is an advantage
Strong written and spoken English

Responsibilities

Provide end-to-end administrative support to a Business Management team
Manage client onboarding and offboarding processes
Maintain data accuracy across practice-management and external systems
Run recurring workflows including mail, documents, lodgements, and billing
Assist with month-end invoices and expense disbursements
Set up recurring billing and direct debits where required
Support with general office tasks and project work as needed
Maintain baseline AI literacy and participate in trainings

Skills

Attention to detail

English communication

Self-directed

Multitasking

Education

Relevant administrative or business qualification

Tools

MS Excel

MS Office

Xero Tax

ATO Portal

SharePoint/CRM

Job description

Where great admin is great client service.

Hi! We're Smartsourcing, and we're hiring a full-time, onsite Team Administrator to keep a busy Business Management team running — the kind of person who never lets a document slip or a deadline drift.

About The Role

As a Team Administrator, you'll provide end-to-end administrative support to a Business Management team — driving client onboarding and offboarding, maintaining data accuracy across practice-management and external systems, and running recurring workflows across mail, ATO documents, client communication, lodgements, and billing. You'll work alongside the Practice Manager, Client Service Coordinators, and fellow Team Administrators, handling moderately complex work independently and escalating anything sensitive with clear context. It's a semi-structured, fast-paced environment with variability across directors and processes, so the role suits someone detail-driven and self-directed who can juggle competing priorities and exercise sound judgement without routine supervision.

Key Responsibilities

Client & Document Administration

Send, follow up, track, and save documents for signing as required
Manage client email — request information, respond to queries, and maintain a professional, timely communication standard
Escalate complex or sensitive issues to the Client Service Coordinator or relevant team member

ATO Administration

Process and follow up ATOmate documents; process unassigned or internal documents and update the practice-management system for correct future assignment
Review and update ATO debt reports and request payment arrangements as required
Process lodgement extensions, check lodgement status, and lodge ATO forms through Xero Tax

Data Integrity & System Administration

Maintain accurate client records in the practice-management system and external registers (ATO, ABR)
Add and edit work items; carry out SharePoint maintenance
Support client onboarding and offboarding — set up and close off work items, update all data, and coordinate with the onshore team to complete related tasks
Assist with month-end invoices as required
Disburse expenses and costs for on-charging to clients
Set up recurring billing for fixed-fee clients and process direct debits in Ignition where required

Mail & General Support

Save incoming physical mail to SharePoint and distribute internally and externally
Liaise with Client Service Coordinators or relevant team members on queries
Provide additional support and special-project help as required by the Practice Manager or Client Service Coordinator

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

1+ year in an administrative role — team administrator, finance admin, EA, or client-facing coordinator
Ideally in a professional-services, accounting, or finance-advisory setting

Skills & Behaviours

Strong attention to detail and data accuracy
Self-directed, with sound judgement and the ability to work without routine supervision
Comfortable juggling competing priorities in a fast-paced, semi-structured environment
Excellent written and verbal English; confident on the phone and in short meetings with directors and clients
Awareness of ATO lodgement processes, debt reviews, and payment arrangements is an advantage

Education

Completion of a relevant administrative or business qualification preferred; no specific degree required

Tools

MS Excel and MS Office — proficient
Exposure to practice-management systems, the ATO Portal, Xero Tax, ATOmate, Ignition, and SharePoint/CRM is an advantage

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: