Practice Operations Assistant

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 escalate 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 escalate 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:

• 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
• Smartsourcing Exclusives (deals made just for you)
• Themed BFFs, monthly knockoffs, summer parties
• Community give-back programs and personal development workshops

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

Ready to take ownership and grow with us? Take your first step with Smartsourcing — apply now.