Benefits:
- Service Fee: ₱35,000 PHP per month (depending on experience)
- Location: Remote – Philippines
- Job Type: Full-Time | Day Shift (Sydney, Australia Time Zone)
- 28 days of paid time off per year
- HMO coverage
- Performance-based annual incentive
- Clear path for career growth and development
Essential Requirements:
- Strong attention to detail and accuracy in data handling and document management
- Proficiency in CRM systems (preferably HubSpot) and file management tools.
- Previous experience in contract administration, legal support, or real estate transaction coordination is highly desirable.
- Ability to work with the Zoom camera open during shift
Note: To save your time and ensure the best fit, please apply only if you meet the essential requirements listed above
About the Role
The Contract Specialist Administrator plays a pivotal role in supporting the end-to-end contract process between Outsourced Pro Global Ltd, our members, and developers. This administrative professional ensures accurate documentation, timely communication, and smooth coordination of contract-related tasks, contributing to an efficient and compliant property transaction experience.
Key Responsibilities
1. Contract Communications & Deposit Information
- Monitor and manage the Contract Management Inbox daily, actioning all incoming communications in a timely and professional manner.
- Issue Balance Deposit Information (BDIs) via email to members who are awaiting details necessary to complete contract deposit payments.
- Follow up with members as required to ensure payments are made within contractual timelines.
2. Contract Administration
- Facilitate and verify the signing of contracts by both members and developers.
- Accurately record contract signing dates and status updates within HubSpot CRM.
- Save executed contracts and related documents to the appropriate HubSpot Drive folders, maintaining version control and compliance standards.
- Deposit Receipts & Financial Recordkeeping
- Collect transfer slips and deposit receipts from members and developers.
- Ensure all financial documents are correctly named, stored, and logged in the HubSpot system for traceability and audit purposes.
3. Data Entry & Notation Management
- Transpose and update critical contract notations from internal matrices into the HubSpot CRM.
- Maintain data integrity and ensure all necessary fields are completed for visibility across internal teams.
4. General Administration & Stakeholder Support
- Perform general administrative duties to support internal departments, including Member Care, Legal, and Finance.
- Provide timely updates to relevant stakeholders on the progress of key contract tasks and identify issues requiring escalation.
- Proactively contribute to process improvements and support documentation enhancements where necessary.
Key Skills & Attributes
- Strong attention to detail and accuracy in data handling and document management.
- Proficiency in CRM systems (preferably HubSpot) and file management tools.
- Excellent written and verbal communication skills.
- Organised, deadline-driven, and capable of managing multiple priorities.
- A proactive team player with a collaborative approach to administrative support.
Experience & Qualifications
- Previous experience in contract administration, legal support, or real estate transaction coordination is highly desirable.
- Familiarity with property or investment industry processes is advantageous.
- Competency in using digital platforms for workflow and document control.
- Strong attention to detail is required. Knowledge of contracts of sale is an advantage.
Working Conditions
- Offshore, full-time role working Monday to Friday during Australian business hours (AEST/AEDT), aligned with departmental operations.
- A stable and reliable internet connection is mandatory to ensure uninterrupted access to business systems and communication platforms.
- Continuous presence in the team Zoom room is required during working hours to enable live collaboration, cross-functional support, and transparent communication.
- The role is to be performed from a professional, distraction-free home office environment that supports video conferencing and consistent work output.
- Occasional extended hours may be required during peak contract periods or when urgent support is needed by stakeholders.
Technical Requirements:
- Windows 11 operating system or MacOS 13+
- 256GB Storage space - minimum
- 8-16GB RAM - minimum
- Dual Core CPU - minimum
- Camera: HD Webcam (720p)
- Headset: Noise canceling (preferably)
- Internet Speed: 50 Mbps - minimum
About Us
Outsourced Pro Global Limited is a trusted outsourcing partner supporting businesses in recruitment, finance, HR, payroll, and operations. As the offshore hub for leading Australian companies, we deliver high-quality, efficient solutions through a team driven by integrity, excellence, and innovation.
At OPG, you'll be part of a collaborative, growth-focused community. We offer meaningful careers, global exposure, and a culture that values learning, professionalism, and long-term success. Your ideas matter, your growth is supported, and your impact is real.
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