Finance Clerk

Job Title: Admin/Finance Clerk (Level 1)

Location: Davao Site

Schedule: Monday Friday, 6:00 AM to 3:00 PM

Work Setup: Work Onsite

Role overview:

Admin/Finance Clerk is an integral part of the conveyancing team, responsible for supporting the smooth management of client files and documentation. This role involves opening new client files, verifying identification and contract documents, updating the system with contract details, and ensuring all documents are accurately saved and recorded. The position also requires regular client communication, including sending status updates and initial contract letters, as well as managing calendars and tasks related to fully executed contracts of sale. The ideal candidate will have strong organizational skills, attention to detail, and the ability to effectively support the team in a fast-paced, client-focused environment.

Key Responsibilities:

1. File Management and Document Verification:
• Open new client files and verify identification documents.
• Review documents received via email, including Land Contracts, Build Contracts, and CC Authority Forms, for accuracy before opening the file.
2. Client Communication:
• Send emails to clients regarding various statuses, such as RTF/CC Payment Confirmation, CC Declined notifications, initiation of primary contracts for conveyancing, and fully executed contracts (if available).
• Prepare and send initial letters to clients at the start of the contract.
• Make a call to the client to confirm details, ensuring all information is accurate and up to date. This call serves as an additional communication step to verify critical details before proceeding with the next stages of the process.
3. System Updates and Documentation:
• Update LEAP with fully executed contract dates.
• Save documents to the client file using proper syntax and naming conventions.
• Review and save all incoming documents to ensure accuracy and proper recording.
4. Task and Calendar Management:
• Update the calendar and tasks when fully executed contracts of sale (FE COS) are received.
• Follow up on missing documents to ensure all necessary paperwork is completed.
5. Team Support:
• Assist with general overflow tasks from the team, providing support where needed to ensure smooth operations within the department.

Qualifications:

• Graduate of any 4-year course; additional education in finance, accounting, or a related field is a plus.
• At least 6 months of experience in finance clerk or administrative tasks.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with document management systems such as LEAP is desirable.

• Ability to manage multiple tasks simultaneously and work effectively in a team environment.