Administrative Assistant

Looking to take your career to the next level? Then this role is for you!Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support — let’s shape the future of work together!Profile Requirements:Min. 2.5 years’ experience in data entry, bookkeeping, or conveyancing admin roleStrong eye for detail — accuracy with numbers, documents, and processes is keyExposure to PEXA and an Australian law firm or property settlement environment (preferred but not required)Familiarity with Smokeball or similar practice management systems (LEAP, Actionstep, Affinity, etc.)Basic Excel/Sheets proficiency (copy-paste accuracy, filters, sums)Clear written and verbal communication skills — comfortable with phone verification callsTrustworthy, process-driven, and proactive with a can-do attitudeCore Responsibilities:Settlement & Data AdministrationOpen new settlement files, copy/paste loan data from client portals, and follow checklists precisely.Enter, verify, and reconcile loan information, ensuring accuracy before settlement.Set up and maintain PEXA workspaces under instruction from solicitors.Process & DocumentationWork with Smokeball to save, name, and organize documents using established SOPs.Follow agreed procedures to check signed documents (e.g., verifying director signatures).Prepare and send standard letters and forms using firm templates.Financial & Compliance SupportDraft simple settlement statements, input adjustments, and check payout figures.Log trust and disbursement details accurately and escalate discrepancies.Maintain strict confidentiality and compliance with firm security requirements.Communication & CoordinationLiaise with brokers (not borrowers) to confirm settlement details and status.Make standard verification calls to confirm account details or surplus funds.Maintain open communication and escalate unusual items promptly.Teamwork & ReportingWork collaboratively with the Australian-based solicitor and admin team.Use Excel registers and checklists to track matter progress and task completion.Participate in daily huddles or check-ins to align workload and priorities.Benefits: Competitive salary Opportunity to shape the HR function of a rapidly growing BPO. Work closely with a team of industry leaders who have successfully scaled BPOs in the past. Career growth and development opportunities.Please attach your CV and we will be in touch for a confidential chat. Let's do great things together!