Junior Team Administrator

Keep the team organized and operations running smoothly.

Hi! We're Smartsourcing, and we're hiring a full-time, onsite Junior Team Administrator — the administrative support specialist who helps keep the accounting team's daily operations running smoothly while supporting the Client Service and Practice Management teams.

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

About the Role

The role plays an important part in enhancing client service delivery by facilitating efficient client onboarding, maintaining accurate client data, and assisting with a range of administrative functions to support client and operational requirements.

Key Responsibilities

Mail and Document Processing

• Assist the onshore Team Administrator with saving incoming physical mail to SharePoint and distributing documents to internal teams or external clients.
• Liaise with Client Service Coordinators or relevant accounting team members regarding mail-related queries.
• Process documents through ATOmate and follow up on documents assigned to the team by the Director.
• Process unassigned or internal documents and update the practice management system to ensure correct assignment in the future.
• Check the ATO Portal to confirm payment plans or outstanding debts when processing documents.
• Save documents accurately in SharePoint following approved naming conventions.

Client Administration

• Assist in the collation of year-end client packs.
• Send client packs and follow up with clients for completion and return.
• Send and follow up ATO forms including BAS, IAS, FBT and other required documents for signing.
• Track signed documents and save them appropriately in the document management system.
• Maintain accurate documentation of client records related to signed forms and packs.

ATO Administration and Lodgement Support

• Review and update ATO debt reports and distribute them to relevant team members for action.
• Request ATO payment arrangements where required.
• Download client-related ATO reports including ICA and ITA reports.
• Process lodgement extensions as required.
• Check online lodgement status and update internal records accordingly.
• Lodge ATO forms through Xero Tax where applicable.

Data Integrity and System Administration

• Maintain accurate client records in practice management systems and external systems such as ATO and ABR.
• Add and edit work items within the practice management system.
• Process disbursements and expenses for client on-charging.
• Assist with onboarding and offboarding of clients within the system.
• Support Client Service Coordinators or Client Service Administrators with setting up or closing work items and updating system records.
• Maintain SharePoint documentation and coordinate with the onshore team for completion of tasks related to the ATO Portal or physical document filing.

General Administrative Support 

• Provide administrative support to Client Service Coordinators and Practice Managers when requested.
• Respond to team requests and provide updates on assigned tasks.
• Maintain clear and timely communication with team members and stakeholders.

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

• Proficient in data entry.
• Prior experience in administrative roles, preferably in an accounting or similar field.

Skills & Behaviours

• Strong written and verbal communication for reporting, documentation, and client coordination.

Education

• Bachelor's degree in Accounting or Business-related degree

Tools

• Basic knowledge of CRM (database) software
• Excel and Word

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.

Your first step into team administration starts here. Apply now.