Finance Clerk

Finance Clerk

Job Title: Finance Clerk

Work Setup: Onsite

Location: Matina IT Park, Davao City

Schedule: Monday to Friday | 6:00AM to 3:00PM

Job Overview

Admin/Finance Clerk is an integral part of the conveyancing team, responsible for supporting smooth management of client files and documentation. This role involves opening new client files, verifying identification and contract documents, updating the system with contract details, and ensuring all documents are accurately saved and recorded. The position also requires regular client communication, including sending status updates and initial contract letters, as well as managing calendars and tasks related to fully executed contracts of sale. The ideal candidate will have strong organizational skills, attention to detail, and the ability to effectively support the team in a fast-paced, client-focused environment.

Key Responsibilities

File Management and Document Verification

Open new client files and verify identification documents.

Check documents against emails, including Land Contracts, Build Contracts, and CC Authority Forms for accuracy before opening the file.

Client Communication

Send emails to clients regarding various statuses such as RTF/CC Payment Confirmation, CC Declined notifications, the outset of primary contracts for conveyancing, and fully executed contracts if available.

Prepare and send initial letters to clients at the beginning of the contract.

Make a call to the client to confirm details, ensuring all information is accurate and up to date. This call serves as an additional communication step to verify critical details before proceeding with the next stages of the process.

System Updates and Documentation

Update LEAP with fully executed contract dates.

Save documents to the file using the correct syntax and naming conventions.

Review and save all incoming documents to ensure they are accurate and properly recorded.

Task and Calendar Management

Update the calendar and tasks once fully executed contracts of sale (FE COS) arrive.

Follow up on missing documents as required to ensure all necessary paperwork is complete.

Team Support

Assist with general overflow tasks from the team, providing support where needed to ensure smooth operations within the department.

Qualifications

High school diploma or equivalent; further education in finance, accounting, or a related field is a plus.

Strong attention to detail and organizational skills.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Experience with document management systems such as LEAP is desirable.

Ability to manage multiple tasks simultaneously and work effectively in a team environment.

Skills and Attributes

High level of accuracy and attention to detail.

Strong time management and organizational skills.

Good interpersonal skills and the ability to communicate effectively with clients and team members.

Proactive approach to follow up on pending tasks and documents.

Willingness to learn and adapt to new processes and systems.