Contract Administrator

Be the detail that keeps every contract on track.

Hi! We're Smartsourcing, and we're looking for a full-time, onsite Contract Administrator to support accurate and timely processing of property contracts and related documents. In this role, you'll ensure all documentation is complete, compliant, and well-managed—helping enable smooth and efficient real estate transactions.

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



About the Role

Contract Administrator involves document management, contract review, deadline tracking, and stakeholder coordination, ensuring all agreements are properly executed and aligned with regulatory and
business requirements. Operating in a deadline-driven and detail-oriented environment, the role requires strong
organizational skills, attention to detail, and the ability to coordinate with multiple stakeholders to
avoid delays, errors, and compliance issues.

Key Responsibilities

A. Contract Processing & Document Control

• Load contracts into the system (vault) accurately and completely
• Send contract copies to all required parties after upload
• Check all submitted contracts for missing information, incorrect details, or incomplete fields
• Verify that all required documents and signatures are attached before processing
• Upload signed documents (e.g., top sheets) into the correct system location
• Maintain organized and updated digital contract records

B. Stakeholder Coordination & Issue Resolution

• Communicate with agents to clarify missing or incorrect contract details
• Follow up with agents to complete outstanding requirements
• Explain required corrections and proper documentation standards to stakeholders
• Attend meetings or discussions for urgent contract issues
• Identify inconsistencies and coordinate immediate resolution with involved parties

C. Settlement Processing & Deadline Management

• Prepare and send settlement letters to relevant stakeholders
• Track settlement-related requirements and document completion
• Follow up on unsigned or incomplete documents before deadlines
• Monitor contract timelines and ensure all steps are completed on time
• Coordinate with agents to meet settlement deadlines

D. Administrative Support & Inbox Management

• Monitor and manage contract-related email inbox daily
• Sort, prioritize, and assign incoming requests based on urgency
• Respond to emails or route them to the correct stakeholders
• Track pending requests and ensure closure
• Maintain proper email documentation for reference and audit

E. Process Improvement & Compliance Support

• Identify recurring issues in contract processing (e.g., missing info, delays)
• Suggest improvements to reduce manual work or errors
• Apply updated processes, forms, and compliance requirements
• Ensure all work follows NZ real estate documentation standards
• Support implementation of approved process improvements

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.



Requirements

• Bachelor's degree in Management Accounting, Business Administration, or related field
• Experience in administrative support or document processing
• Exposure to contract handling or real estate operations is an advantage

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!