Finance Assistant (Project-based)

Position: Finance Assistant

Schedule: Monday to Friday

Hours: 6:00 AM – 3:00 PM Philippine Time

Setup: Onsite | Project-based (3 months with possibility of extension)

Location: Davao City

Job Overview

We are looking for a proactive and organized Finance Assistant to join our team. The successful candidate will handle various finance-related and legal administrative tasks, including managing settlement files, coordinating with agents and brokers, assisting with client inquiries, monitoring critical dates, and supporting senior team members.

This role requires excellent communication skills, strong attention to detail, and the ability to manage multiple tasks and deadlines efficiently. Experience in property settlements, conveyancing, finance, or legal administration is an advantage.

Key Responsibilities

1. Settlement File Management

• Manage settlement files and coordinate with agents to arrange settlement logistics.
• Assist team members with settlement documentation, including preparing draft settlement statements, issuing required forms, and setting up electronic settlement workspaces.
• Coordinate settlement extensions and communicate approved settlement dates to clients, brokers, and other relevant parties.
• Assist with file variations, including the preparation and processing of termination or rescission documents.
• Respond to client and referral partner inquiries professionally and promptly.
• Prepare invoices for applicable transactions and matters that will not proceed.
• Archive completed files and maintain accurate records.

2. Payments and Financial Documentation

• Process payments and issue required forms and documentation promptly.
• Liaise with brokers regarding finance applications and related requirements.
• Request extensions for finance approval dates and outstanding balance deposits.
• Obtain instructions from clients regarding the finalization of transactions and notify relevant parties accordingly.
• Assist with transaction terminations and refund processing.

3. New File Opening and Administration

• Receive and review requests to open new files.
• Check contracts and supporting documents for signatures, completeness, and relevant details.
• Create and maintain electronic files in the designated document management system, ensuring documents are saved using the correct naming conventions.
• Request identification and other required documentation from clients.
• Issue deposit requests to clients and follow up on outstanding information with relevant parties.
• Update internal records regarding deposit requests and payment status.
• Review the scope of work for each matter and open additional files when required.
• Assist with straightforward transaction terminations.

4. Monitoring Critical Dates

• Monitor important transaction deadlines and coordinate with clients and brokers to ensure timely completion of requirements.
• Follow up on finance approvals, outstanding deposits, and other pending documentation.
• Send extension requests when necessary and communicate updates to relevant parties.
• Process deposit payments and prepare initial correspondence and required transaction documents.
• Respond to inquiries regarding initial correspondence and assist with transaction terminations.
• Coordinate refund requests and obtain the necessary client account details.

5. Wills and Estate File Administration

• Open and maintain wills-related files and monitor appointments and correspondence with relevant internal teams.
• Track critical dates and follow up with brokers or clients regarding finance, property inspections, and deposit requirements, as applicable.
• Coordinate extensions when required and assist with the administration of property sale files.
• Issue required forms and documentation promptly.
• Maintain accurate records and ensure timely follow-up on outstanding matters.

Qualifications

• Bachelor’s degree in Finance, Accounting, Business Administration, Legal Management, or a related field.
• 1–3 years of relevant experience in finance, property settlements, conveyancing, or legal administration.
• Familiarity with property transaction processes, settlement procedures, and related documentation is an advantage.
• Experience working with electronic document management or legal practice management systems is preferred.