Finance Assistant

Job title: Finance Assistant

Work Setup: Onsite

Location: Matina IT Park Davao City

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

Job Overview:

We are looking for a proactive and organized Finance Assistant to join our team. The successful candidate will manage various finance-related tasks, including handling settlement files, coordinating with agents, assisting with client inquiries, and supporting senior team members. This role requires excellent communication skills, attention to detail, and the ability to manage multiple tasks efficiently.

Key Responsibilities:

Deals with WA, VIC, and NT (Paper settlement) files and liaises with agents to arrange settlement:

Manage WA, VIC, and NT paper settlement files, coordinating with agents to arrange settlement logistics.

Assist teammates with QLD files, including sending Draft Settlement Statements, RTF, and setting up PEXA Workspace.

Coordinate settlement extensions for WA, VIC, SA, QLD, and NT files; communicate newly approved settlement dates to clients and brokers.

Assist with variations of files, such as Deed of Rescission/Termination.

Handled client and referred inquiries.

Create invoices for VIC nomination files and matters that are not proceeding.

Archive files for record-keeping purposes.

Attending payments and issuance of RTFs:

Attend to payments and issue RTFs promptly.

Liaise with brokers regarding finance applications.

Request extensions for finance dates and balance deposits.

Seek instructions from clients regarding going unconditional and notify relevant parties.

Handle terminations and refunds.

Receives emails to open new files:

Receive emails to open new files and check contract documents for signatures and relevant details.

Open LEAP file and save relevant documents using correct syntax.

Request identification as needed.

Send ADS for initial deposits and liaise with Infinity for outstanding information.

Update Infinity when ADS is sent to clients for payment.

Check work obtained for each matter and open nomination files for VIC transactions.

Handle simple terminations.

Assisting in monitoring critical dates:

Monitor critical dates and liaise with brokers and clients accordingly.

Send extension requests for finance approval and balance deposits.

Attend deposit payments and produce initial letters and protocol documents.

Manage reply to emails to Initial Letters and handle terminations while notifying relevant parties.

Process refunds, including asking clients to provide account details.

Opening will file:

Open will files and monitor appointments and correspondence between VCO and Estates division.

Assist in monitoring critical dates and follow up with brokers for finance, building & pest/deposit updates.

Seek extensions as necessary and shadow SALE Files.

Issue RTF promptly when required.

Qualifications:

Bachelors degree in finance, Accounting, Business Administration, or a related field.

1-3 years of relevant experience in finance or legal administrative roles.

Knowledge of settlement procedures and familiarity with WA, VIC, QLD, SA, and NT regulations is preferred.