Finance-Contract Administrator

Support the financial and contractual operations behind seamless property transactions.

Hi! We're Smartsourcing, and we're looking for an Finance Administrator to support the real estate operations. In this role, you'll handle accounts administration, invoicing, expense processing, contract preparation, and trust accounting activities—helping ensure accurate documentation, timely processing, and compliance across property transactions and day-to-day operations.

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

Role Overview

The Finance Administrator is responsible for maintaining accurate financial and contractual records, coordinating with agents, clients, solicitors, and internal stakeholders, and ensuring operational workflows are completed within established timelines and compliance requirements.

Key Responsibilities

A. Accounts, Invoicing & Expense Processing

• Process accounts, invoicing, and expense transactions for property-related activities.
• Process accounts payable and receivable transactions accurately and within agreed cycles.
• Code expenses to the correct property, owner, and ledger account.
• Reconcile supplier and vendor invoices against approvals and supporting documentation.
• Maintain organized and audit-ready financial transaction records.

B. Contract Preparation & Sale Documentation

• Prepare contracts and sale documentation in line with NZ real estate processes and templates.
• Draft, review, and route contracts for signatures and approvals.
• Track contract milestones, expiries, and required follow-ups.
• Liaise with solicitors and relevant stakeholders regarding documentation requirements.
• Maintain organized and version-controlled contract records and files.

C. Trust Accounting & Compliance Support

• Maintain trust accounting records in compliance with NZ real estate trust accounting procedures.
• Process trust deposits, disbursements, and reconciliations accurately.
• Identify discrepancies and coordinate resolution with the Account Manager.
• Support external audits and trust account reviews with complete supporting documentation.
• Maintain awareness of updates to NZ trust accounting and compliance requirements.

D. Reporting, Reconciliations & Financial Records

• Prepare reports, reconciliations, and financial records based on agreed reporting cadences.
• Produce account summaries, expense reports, and contract pipeline reports.
• Identify variances and escalate findings with supporting explanations.
• Maintain accurate and organized digital filing structures in accordance with company standards.
• Support ad hoc financial and administrative requests as required.

E. Stakeholder Coordination

• Coordinate with agents, clients, solicitors, and internal stakeholders regarding accounts and contracts administration activities.
• Respond to financial and contractual enquiries professionally and within agreed response timelines.
• Send confirmations, reminders, and follow-ups related to outstanding documentation or financial actions.
• Escalate sensitive or unresolved matters to the Account Manager appropriately.
• Maintain professional working relationships across internal and external stakeholders.

F. 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.

Work Schedule: 5AM-2PM

Qualifications:

• Bachelor's degree in any field. Background in Accounting, Finance, Business Administration, or Legal Studies is advantageous
• 1-2 years experience in administration, invoicing, accounts, contracts, or financial support roles

Tools:

• Microsoft 365 (Excel, Word, Outlook)
• Google Workspace
• accounting or trust accounting software
• Zero and Monday.com

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

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!