Admin Associate

Keep operations running smoothly through organized and reliable administrative support.

Hi! We're Smartsourcing, and we're looking for an Admin Assistant to provide day-to-day administrative and operational support across the business. In this role, you'll help manage workflows, coordinate communication, maintain documentation, and support various administrative tasks—helping ensure efficient operations, accurate records, and seamless team collaboration.

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



About the Role

The role Admin Assistant focuses on coordinating administrative activities, supporting operational processes, and
maintaining effective communication across internal teams and clients. It plays a key role in enabling the team to stay organized, meet deadlines, and deliver consistent service outcomes. The role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks while adapting to changing priorities.

Key Responsibilities

A. Email, Calendar & Scheduling Management

• Manage shared inboxes, ensuring timely responses, prioritization, and proper routing of emails
• Coordinate calendars, meetings, and appointments across multiple stakeholders
• Track deadlines, follow-ups, and commitments to ensure nothing is missed
• Resolve scheduling conflicts and adjust priorities as needed

B. Documentation & Administrative Support

• Prepare, format, and organize documents, reports, and correspondence
• Maintain structured filing systems for easy access and retrieval
• Ensure all records are accurate, updated, and complete
• Support day-to-day administrative processes and office requirements
• Assist in standardizing documents and templates for consistency

C. Operations Support & Workflow Coordination

• Coordinate tasks and workflows across the operations team
• Track progress of ongoing activities and follow up on deliverables
• Ensure alignment of tasks with team priorities and deadlines
• Identify delays or bottlenecks and escalate when necessary
• Assist in improving workflow visibility and coordination

D. Client & Stakeholder Communication

• Communicate with clients and stakeholders regarding updates, requests, and coordination needs
• Ensure clear, accurate, and timely exchange of information
• Follow up on outstanding requests and ensure closure
• Support resolution of administrative and coordination-related issues

E. Data Entry, Reporting & Ad Hoc Support

• Perform accurate data entry across systems and trackers
• Assist in preparing reports and updating records
• Maintain data integrity and completeness
• Handle ad hoc administrative requests as they arise

F. Artificial Intelligence (AI) Readiness and Digital Enablement

• 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. 

Qualifications:

• Bachelor's degree in Business Administration or related field
• Experience in administrative or office support roles; exposure to operations support preferred

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:

• 5-day Christmas Leave (unwrap real time off)
• Healthcare from Day 1 for you and your family (because healthcare matters)
• Free lunch and barista-crafted coffee daily (we take our caffeine seriously)
• Night shift differential for evening schedules
• Subsidized gym membership and sports wellness clubs including hiking and free-diving
• Smartsourcing Exclusives (deals made just for you)
• Themed BFFs, monthly knockoffs, summer parties
• Community give-back programs and personal development workshops
• And so much more!

We're not just another outsourcing company. Were building something that actually matters here a place where good work meets good culture.

Join Smartsourcing today. Apply now!