Legal and Finance Assistant

FQPS Academy Ltd.; Leighton Buzzard; On-site; GBP 25,000 - 29,000; Full time

Benefits offered by this job

On-site parking

Company pension

Job summary

FQPS Academy Ltd. is seeking a Graduate / Assistant Service Charge Manager (Legal) to join our Buckinghamshire team.

You will support residents management companies by handling service charge accounts, invoicing, and related legal/commercial enquiries, while contributing to process improvements and IT system enhancements. The role offers a permanent appointment, with opportunities for professional development and funded qualifications through The Property Institute.

Qualifications

• Excellent written communication.
• Strong numerical ability.
• Good interpersonal skills.
• Organised with good time management.
• Attention to detail and accuracy.
• Degree level education and/or a law qualification.

Responsibilities

• Prepare and send service charge demands to flat/house owners.
• Handle enquiries about service charge accounts and payments.
• Support arrears collection with external services when needed.
• Provide information for leasehold/freehold enquiries and packs.
• Answer follow-up queries from buyers’ lenders or conveyancers.
• Reconcile client bank accounts and produce monthly updates.
• Attend client meetings and take minutes.
• Prepare and file Confirmation Statements with Companies House.
• Assist with developing and using our block management software.
• Process supplier invoices for payment.

Skills

Written communication

Numerical skills

Interpersonal skills

Organization

Time management

Attention to detail

Education

Bachelor's degree

Law qualification

Job description

Are you a graduate, or of graduate calibre, and looking for an interesting and rewarding career? An exciting opportunity has arisen for someone with an interest in property law to join our thriving residential block and estate management business, located in Buckinghamshire.

We are looking for an enthusiastic and confident individual to join our friendly team of 37 based near Aylesbury but working across the northern home counties.

The successful candidate will provide legal, financial and administrative support to our clients, who are Residents Management Companies responsible for the management of blocks of flats and estates.

Working with our property managers your objective will be to aid our clients to effectively manage the money they collect and hold for their development and to provide information and assistance when a property changes hands. The role includes:

• Invoicing leaseholders and property owners for their contribution to shared costs
• Dealing with queries from leaseholders and property owners about their accounts
• Sending reminders to late payers and supporting clients with external arrears collection services where necessary
• Compiling leasehold and freehold legal enquiry packs for conveyancers and dealing with follow-up queries
• Checking post completion requirements have been met when a sale goes through and updating the ownership
• Paying supplier invoices on behalf of clients
• Reconciling client bank accounts and creating financial reports for clients
• Attending client meetings, such as AGMs, and taking minutes

In addition, you will assist with company administration for our clients, the organisation and administration of company meetings, together with support with any service charge related legal issues. There is a performance related bonus for meeting your quarterly KPIs.

This role not only offers the opportunity for the successful candidate to learn about this particular field of legal and financial management but also to develop new skills in supporting us to improve our use of new software systems.

The successful candidate will be IT literate, highly numerate and with a keen interest in developing their IT skills. They will have excellent attention to detail, strong interpersonal skills and the ability to organise their time effectively. As well as being a team player they will be able to work on their own initiative and think creatively.

They will be working for an ambitious and forward-thinking company that encourages professional development, Including funded formal qualifications with The Property Institute. We are keen for the successful candidate to gain qualifications in this area and will support this.

Experience of working in conveyancing, accounts or property management would be an advantage but is not essential. We would prefer someone educated to degree level with some previous experience gained from an administrative or office role.

You must have a willingness to be flexible and be keen to acquire knowledge and skills. A full UK driving licence and your own vehicle are also required.

About us

Neil Douglas was built to provide a more satisfying experience for those needing help and advice in managing their properties.

Founded in 2006, we have built a legacy in property management, growing a diverse portfolio of clients through client recommendations and a staunch reputation across Buckinghamshire, Hertfordshire, Oxfordshire and North-West London. Now a team of 37 and growing, we have expanded our portfolio to over 150 clients through developing trusted, long-term working partnerships with leaseholders and directors of Residents Management Companies.

At Neil Douglas, we do things a little differently. We believe that property owners - not freeholders, or developers - should oversee the management of shared areas and be empowered to make their own decisions with the guidance of their Residents Management Company. We think creatively and offer up choices that other agents may not, helping clients see exactly what the best decision could be for them.

We believe in working in partnership with our clients, sharing our knowledge and experience to help them make informed decisions about the property with mutual understanding. Collaboration is at the core of everything we do, and we filter this through every channel of our business, creating open working relationships built on regular communication, clear information and a bottom-line of trust.

Hours of work

This role is for 37.5 hours, 9am – 5.30pm, five days per week, with 1 hour for lunch. It is office-based.

Occasional paid evening work and work on Saturday mornings will be required when meetings have to be arranged outside of office hours. Time off in lieu or an overtime payment will be given when work is undertaken outside of core office hours.

Length of appointment

This is a permanent appointment, and we anticipate that the successful candidate will have the opportunity to progress within the company on successful completion of TPI qualifications.

Salary and holidays

The salary will be agreed with the successful candidate. The salary will be paid monthly in arrears by BACS.

The office is closed on Bank Holidays and these days will be paid as part of a paid annual leave entitlement of 28 days per annum.

Neil Douglas operates a pension scheme with Aviva and all staff are auto enrolled into the scheme.

Detailed job description – Graduate / Assistant Service Charge Manager (Legal)

Main responsibilities

• In liaison with the relevant property manager, to prepare and send out service charge demands (software generated) to the owners of the flats and houses in the blocks we manage
• To deal with enquiries from leaseholders and property owners about their service charge account and inform them how to make payment, set up a standing order etc
• Send reminders to late payers in accordance with our late payment procedure Support clients with the appointment of appropriate external arrears collection services, where necessary, and liaising with them on their behalf
• Provide information requested by solicitors / conveyancers for a leasehold / freehold enquiries pack, including statements of account etc.
• With help from the property management team, answer follow-up queries arising from the leasehold / freehold enquiries pack, or other specific information required by the buyer’s lender / conveyancer
• Deal with requests for Deeds of Variation from leaseholders / property owners by liaising with clients and legal representatives to reach a mutually agreed position
• Ensure all the post completion documents are received when a sale goes through, updating the ownership record and sending a new owner’s pack.
• Regularly reconcile the client bank accounts for your sites and provide a report for the property manager to send to clients with their monthly update
• To process supplier invoices for payment – add to our block management software, arrange payment and file
• Attend client meetings with the Property Manager to take minutes and provide a financial update.
• Prepare and file the Confirmation Statements for your clients with Companies House and record any relevant changes during the year
• Contributing to the development of our systems and process, particularly in the use of our specialist block management software.
• Paying in cheques from leaseholders and property owners into the bank

Other responsibilities

• To integrate into a team environment and to provide support to your colleagues and manager
• To project a professional image to the public and work colleagues
• To contribute ideas for how processes can be improved, or the business can be developed
• To attend team meetings and training sessions and participate fully
• To demonstrate a commitment to personal professional development

Full UK driving licence and own transport

Desired skills

• Excellent written communication
• Confident working with numbers
• Good interpersonal skills
• Organisation and time management
• Ability to work with a high level of accuracy
• Ideally educated to degree level and/or a law qualification

Job Types: Full-time, Permanent, Graduate

Pay: £25,000.00-£29,000.00 per year

• Company pension
• On-site parking

Education:

• Bachelor's (preferred)

Will this role count as your QWE, and who will confirm it?

Check it against the SRA’s questions in two minutes. If there is no COLP or solicitor where you work, the SRA lets a solicitor outside confirm it: an FQPS solicitor can, from £149.