Accounts Executive & Administration Support

Dove & Hawk, incorporated; Chiswick; On-site; GBP 30,000 - 35,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

The Accounts Executive & Administration Support role in Chiswick offers a £30,000–£35,000 salary and the chance to contribute to a tight-knit property management team. You will handle PAYE and bank transactions, invoices, and client communications, with Arthur and Xero for record-keeping.

Office-based with potential hybrid work after probation; Monday–Friday, normal office hours. Previous service charge accounting and block management experience are a plus.

Qualifications

• Experience with service charge accounts.
• Block management experience preferred.
• Ability to work independently and as part of a team.
• Good communication and organisational skills.

Responsibilities

• Process accounts payable and invoices.
• Process accounts receivable including service charges, ground rents and section 20 works.
• Manage bank accounts and reconcile payments.
• Prepare and post notices and statements to landlords and leaseholders.
• Assist CEO and property managers with administrative tasks.

Skills

Attention to detail

Accounts payable

Accounts receivable

Team player

Communication

Job description

Accounts Executive & Administration Support – Chiswick – £30,000 – £35,000 DOE

Our client, a Property Management company, specialising in block and estate management are looking for an experienced Accounts Executive & Administration Support to join their small but tight-knit team.

Responsibilities:

• Accounts payable
  • Paying approved invoices and registering them with property management software Arthur
  • Liaising with staff members on accounts payable for approval of invoices
  • Managing records of all paid invoices and saving them in a specific folder
• Accounts Receivable
  • Issuing service charge invoices
  • Issuing Section 20 Works Invoices
  • Issuing ground rent invoices and notices
  • Liaising with leaseholders
  • Liaising with the person reconciling the accounts
  • Raising service charge invoices, ground rent invoices, section 20 works invoices on Arthur software
  • Liaising with staff members on accounts receivable
• Managing rent received
• Remitting rent received
• Emailing property owner statements to landlords
• Emailing and posting service charge invoices and section 20 notice invoices to leaseholders
• Managing business account payments and client bank account transactions
• Xero invoicing management
• Supporting property managers
• Supporting CEO
• Preparing awards applications
• Preparing TPI audits
• Liaising with TPI regarding memberships and audits
• Managing reimbursement of expenses to staff
• Attending post office to post special delivery-recorded delivery items
• Keeping a record of all recorded delivery and special delivery receipts
• Adding a property into Arthur System
• Adding property owners into Arthur System
• Preparing keys for contractors
• Key/ Access management
• Preparing Section 20 Notice Letters
• Liaising with directors and leaseholders regarding accounts payable and receivable
• Preparing and posting welcome letters
• Opening client ring fenced bank accounts
• Closing unused bank accounts
• Managing change of bank account names
• Managing 3 email accounts
• PAYE payments & payments to concierge
• Issuing Section 8 & Section 13 notice and similar notices
• Financial management and administration
• Compliance management
  • Managing all certificates on Arthur i.e liaising with accountants on accounts preparation, managing companies house register, confirmation statement management
  • Managing certificates on Arthur i.e liaising with property managers on gutter cleaning dates, FRA management, fire door and communal fire door inspection timelines and similar, property inspection dates management
• PA to the CEO
• Building height record management
• HSA policies management
• Policies management
• Administering processes and preparing processes when required
• Preparing records of Asbestos and similar inspections and noting on Arthur
• Being the sole responsible person of compliance
• Property owner registry management
• Administering notice of charge and transfers
• Sending terms, management agreements via Signable to new clients
• Company Secretarial Work;
  • Updating companies house shareholder registry
  • Filing completion statements
  • Liaising with accountants on client accounts filing
  • Preparing share certificates

Skills and Experience Required:

• Previous experience working on service charge accounts
• Block management experience ideal
• Ability to use own initiative
• The ability to work in a team as well as individually
• Confidence to communicate effectively and efficiently

Salary:

£30,000 – £35,000

Working Hours:

Monday to Friday 9am – 5pm, office based initially, potential for hybrid once probation has been passed