Job Description
Role: Property Finance Administrator
Reports to: Client Finance Manager (CFM)
Job Holder: Available
Salary: £25,000 - £27,000 per annum
Working Hours: Monday to Friday, 08:30 - 17:00
Location: Convenient city centre location
Main Purpose of the Role
To assist the Client Finance Manager and the wider management team by maintaining accurate financial records, processing financial transactions, and ensuring that all activities comply with internal controls and relevant regulatory requirements. This role contributes to the smooth and efficient running of our client's financial operations.
Key Responsibilities
Financial Processing and Controls
Coordinate and process supplier payment runs in line with agreed schedules.
Maintain accurate records within the property management and finance systems.
Ensure transactions are coded correctly and linked to relevant maintenance tasks.
Process payments accurately and within required timescales.
Client and Management Reporting
Support the CFM with client reporting and financial information requests.
Prepare service charge budget packs and reconciliation templates for review.
Ensure queries and reports are completed accurately and on time.
Accounts Administration and Communication
Assist in monitoring the CM Accounts inbox.
Log, prioritise, and respond to financial queries within agreed timescales.
Maintain clear communication with internal and external stakeholders.
Tenant Accounting and Arrears Support
Issue tenant statements and respond to queries regarding rent, service charges, and insurance.
Assist the CFM in monitoring arrears, including preparing aged debtor and tenant history reports.
Apply late payment charges where applicable, in line with lease agreements and bank rates.
Issue payment reminders following departmental procedures and maintain supporting records.
Contribute to reducing or stabilising outstanding debt levels.
Recharges and Outgoings
Prepare and issue recharge invoices for recoverable costs such as insurance and utilities.
Maintain utility calculation spreadsheets and meter reading records.
Liaise with utility providers to resolve billing or usage issues with support from the CFM.
Ensure recharge calculations are accurate and issued promptly.
Maintain clear audit trails and supporting documentation.
Ensure Letters of Authority are current and up to date.
Property, Statutory and Compliance Administration
Support the CFM with data entry and updates on the Property Management System.
Notify local authorities of occupancy changes affecting business rates.
Maintain records of contractor insurance documentation.
Assist in monitoring building insurance policies ahead of renewal dates.
Create and update system templates to support invoicing and reporting processes.
Ensure all system entries are completed within agreed timeframes and prevent penalties arising from missed statutory notifications.
Business Challenges
Problem Solving
Managing multiple deadlines related to payments, reporting, and tenant requirements.
Identifying and resolving discrepancies in accounts, reconciliations, and recharge calculations.Complexity
Handling financial administration across multiple properties, clients, tenants, and suppliers.
Ensuring compliance with lease agreements, internal controls, and statutory requirements.
Key Responsibilities to Our Client
Finance
Accurately process transactions, reconciliations, and financial reports.
Maintain efficient financial processes and up-to-date system records.People
Communicate professionally with clients, tenants, suppliers, and colleagues.
Support the Client Finance Manager and the wider team through effective collaboration.Legal and Compliance
Ensure adherence to lease terms, statutory notifications, and insurance requirements.
Maintain clear and accurate records for audit and regulatory purposes.
Knowledge, Skills, Experience, and Qualifications
Strong attention to detail and the ability to manage multiple tasks while meeting deadlines.
Proficiency in Microsoft Office applications, particularly Excel and Outlook.
Willingness to participate in and complete required in-house training.
Strong communication skills with the ability to engage professionally with colleagues, commercial tenants, and other stakeholders.
Resilience when handling disputes or challenging situations.
A positive attitude, strong work ethic, and a willingness to learn.
Previous administrative experience within a finance or property-related environment is required.
The role offers opportunities for development and career progression for the right candidate. This is a confidential recruitment on behalf of our client. Further details will be disclosed to shortlisted candidates only. Send your CV to (url removed)