Accounts Executive & Administration Support

Dove & Hawk, incorporated; City Of London; On-site; GBP 30,000 - 35,000; Full time

Job summary

Dove & Hawk is seeking an Accounts Executive & Administration Support in Chiswick to manage accounts payable/receivable, invoicing, and admin tasks using Arthur and Xero. The role supports the CEO and property managers in a small team.

Salary £30,000-£35,000 DOE with office-based hours 9-5, potential for hybrid after probation. A hands-on role requiring accuracy and strong communication.

Qualifications

• Experience working on service charge accounts.
• Block management experience preferred.
• Ability to use own initiative.
• Ability to work in a team as well as individually.
• Confident communicator, concise and efficient.

Responsibilities

• Process accounts payable: paying invoices and logging them in Arthur.
• Process accounts receivable: issue service charge, Section 20 and ground rent invoices.
• Reconcile rent receipts and remit payments to client accounts.
• Liaise with leaseholders and staff on invoices and approvals.
• Maintain records, file invoices and generate statements for landlords.
• Assist CEO and property managers with admin tasks and audits.

Skills

Service charge accounts

Block management

Initiative

Team & independent work

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 and Working Hours

Salary: £30,000 - £35,000
Working Hours: Monday to Friday 9am - 5pm, office based initially, potential for hybrid once probation has been passed