Managing Agent Payment Officer Location: Ealing - London Salary: £32,248 - £33,945 Type - Fixed Term Contract – 12 months Hours – 35 hours a week – Monday to Friday DBS Level - Basic We’re looking for a detail-oriented and proactive professional to support the delivery of our Managing Agents Project. This role is key to ensuring the effective and efficient oversight of a portfolio of external managing agents. You’ll be responsible for scrutinising invoices to ensure value for money, reducing financial penalties from late payments, and protecting A2Dominion from overcharging and erroneous transactions. You’ll also provide expert guidance to internal colleagues on our contractual relationships with external managing agents, ensuring alignment with headlease terms and current legislation. Key Responsibilities Purchase Orders / Payments * Ensure invoices are coded correctly for processing and paid on time to avoid incurring fines/penalties. * Work with internal colleagues to ensure that invoices and demands for payment are verified and agreed before processing. * Challenge erroneous fines/penalties where payment was made within the agreed contractual timescales. * Identify demands for unplanned works and verify liability with reference to the headlease prior to seeking approval from relevant internal business partner (LPM/NO, M&E, Asset Delivery, etc). * Obtain additional information from Managing Agents to support payment requests and ensure clarity/visibility in cases where we are to recover the costs from customers. * Challenge all unreasonable or erroneous payments on behalf of, and with support from, internal stakeholders. * Record all requests and payments in the designated format. Reporting * Maintain all internal performance reports as directed. * Interpret reports to identify areas of improvement and under- performance. Internal Records * Ensure that all internal records are maintained and up to date (managing agent contact details, Principle Accountable (PAP) and Accountable Person details, section 20 notices, service charge budgets/actuals, etc.) * Run a clear and simple system of reporting on supplier and client performance in terms of payments, standard of work, breaches of terms, etc. * Provide advice and guidance to Property Management Teams in dealing with Superior Landlord and managing agent issues with specific reference to the headlease and any statutory regulations. * Support the Property Management Team in resolving any legal issues and working with in-house Legal. * Work with appointed solicitors/internal legal team to deal with any litigation relating to MA including applications to the First Tier Tribunal. Service Charges * Scrutinise service charge budgets and I&E accounts for obvious errors and report concerns to internal stakeholders. * Challenge Managing Agent with discrepancies and withhold payments where appropriate. * Maintain a visible record of Budgets /I&E Accounts for internal stakeholders. More about you: * Educated to GCSE level or equivalent in Maths and English (Grades A C) * Hold (or working towards) a professional qualification such as RICS (Royal Institution of Chartered Surveyors), ARLA Property mark, TPI (The Property Institute (Formerly IRPM)), or CIH (Chartered Institute of Housing). * Good understanding of leasehold block management in the private sector and working with managing agents both directly employed and appointed by superior landlords * Excellent communication skills, both verbally and written. * Excellent interpersonal skills and ability to work collaboratively with stakeholders and colleagues. * Ability to work effectively under pressure and to meet deadlines and targets. * High level of attention to detail * Accurate interpretation of financial data / service charge statements * Able to prioritise and work in an organised manner About us At A2Dominion, we’re more than a housing provider. We’re a not-for-profit organisation with a clear social purpose: to create homes and communities people love to live in. With over 38,000 homes across London and the South East, we reinvest our profits into building more affordable homes and delivering services that make a real difference. We’re a G15 housing association with a strong social purpose. Choosing us is easy As an employee of A2Dominion, we want you to feel rewarded and have a choice of flexible benefits, salary exchange benefits, and rewards and discounts that work for you, wherever you are in your life. We offer a wide range of staff benefits. For this role, these include * 25 days’ holiday (Plus Bank Holidays) increasing up to 28 days with 3 years of service * Up to 8% contributory pension * Flexible working * In addition, all permanent and fixed-term employees receive a generous annual allowance of up to £300 to use towards health and lifestyle benefits for both you and your family. Diversity & Inclusion We’re proud to be a Disability Confident Employer and welcome applications from people of all backgrounds. Our recruitment process is inclusive and accessible, and we guarantee an interview to disabled applicants who meet the minimum criteria. Reasonable adjustments are available throughout the process - just contact ou r Resourcing Team at resourcing@a2dominion.co.uk We know some people hesitate to apply if they don’t meet every requirement. If that’s you, we encourage you to apply if your skills and experience align – please get in touch with us to talk it through. At A2Dominion, we value diversity, embrace flexibility, and are a family-friendly employer. Everyone belongs here. Join us and help make a lasting difference in the lives of our customers. This vacancy is being managed by Becci Zapala. The role closes on Wednesday 29 October 2025. We reserve the right to close early upon appointment of the right candidate.