Service Charge Co-Ordinator

Tuath Housing Association; Dublin; On-site; EUR 37,000 - 45,000; Full time

Job summary

Tuath Housing is recruiting a Service Charge Coordinator to manage service charge records, payments, reporting, and governance for multiple schemes from our Dublin base. The role acts as Finance contact for internal departments, OMCs and managing agents, ensuring accuracy, timeliness and strong controls.

Hybrid working in Dublin with moving to Santry in Q4 2026, initially in the city centre. The ideal candidate will have at least two years’ experience in a busy finance environment and strong

Qualifications

• Two years’+ experience in a busy finance environment.
• Strong numerical, analytical and reconciliation skills.
• Excellent organisational and time-management abilities.
• Effective communication and stakeholder management skills.
• Proficiency in Microsoft Excel and other Office apps.
• Ability to work on own initiative within a cross-departmental team.

Responsibilities

• Coordinate service charge administration with accurate records for schemes, OMCs and agents.
• Monitor renewals and follow up on invoices, budgets, statements and accruals.
• Maintain filing records, trackers and scheme documentation for audit trails.
• Act as Finance point of contact for service charge queries and handovers.
• Ensure payment requests are accurate and properly documented with supporting evidence.
• Support budgeting, month-end processes and variance analysis.

Skills

Numerical skills

Analytical skills

Reconciliation

Excel

Stakeholder management

Tools

Sage 200

Job description

Location: Hybrid / Dublin, Ireland
job type: Permanent / Full-time
Sector and subsector: Accounting & Finance | Accounts Payable
AnnualFixed salary:€ 41319.00

JOB DESCRIPTION: SERVICE CHARGE COORDINATOR

LOCATION: MOVING TO SANTRY IN Q4 2026 (INITIALLY IN CITY CENTRE)

RESPONSIBLE TO: FINANCE MANAGER

RESPONSIBLE FOR: SERVICE CHARGE COORDINATION, REPORTING & ADMINISTRATION

JOB SUMMARY:

To coordinate Tuath’s service charge function, ensuring accurate records, timely payments, effective reporting and strong financial controls. The role will act as the central Finance point of contact for internal Departments, Operating Management Company (OMCs) and managing agents.

KEY RESPONSIBILITIES

Service Charge Administration

• Maintain accurate service charge records, including scheme, OMC, agent, invoice, budget and apportionment details.
• Monitor annual renewals and follow-up outstanding invoices, budgets and statements.
• Keep trackers, scheme folders and filing records current and accessible.
• Coordinate scheme handovers and act as the main Finance point of contact for service charge queries.

Payment Processing and Financial Controls

• Check payment requests for accuracy, correct allocation & supporting evidence.
• Coordinate DocuSign and approvals in line with procedures.
• Maintain complete payment documentation and audit trails.
• Support supplier setup and independently verify bank details.
• Resolve and escalated payment queries, liaising with Accounts Payable for timely processing.

Budgeting, Accounting and Analysis

• Maintain accrual and prepayment schedules for month and year-end reporting.
• Analyse expenditure against budgets, forecasts and prior periods, investigating material variances.
• Prepare scheme and cost-category analysis, highlighting high-cost areas.

Reporting and Meetings

• Prepare service charge reports, KPI updates and meeting materials.
• Report on billing, outstanding information, ageing and agreed actions.
• Attend weekly and monthly service charge meetings.
• Track actions, escalated key issues and provide ad-hoc analysis.

Sinking Funds, OMCs and Governance

• Maintain accurate sinking fund records and supporting scheme data.
• Track sinking fund balances against MUD act requirements.
• Maintain the OMC register and support accounts and annual returns.
• Collate OMC costs and liaise with agents, accountants and advisers on reporting and governance queries.

Stakeholder Coordination and Process Improvement

• Build effective relationships across departments involved in service charges.
• Coordinate with Housing teams on payment requests, scheme information and approvals.
• Maintain service charge procedures, templates, guidance and training materials.
• Improve controls, working practices, reporting and document management.

KEY REQUIREMENTS

• At least two years’ relevant experience in a busy finance environment.
• Strong numerical, analytical and reconciliation skills, with a high level of accuracy and attention to detail.
• Experience maintaining financial records and complete supporting documentation across a high volume of schemes, suppliers or transactions.
• Excellent organisational skills, with the ability to prioritise competing deadlines and follow issues through to resolution.
• Strong communication and stakeholder management skills, including the confidence to follow up and escalated outstanding matters appropriately.
• Proficient in Microsoft Excel and other Microsoft Office applications.
• Ability to work on own initiative and as part of a cross-departmental team.

DESIRABLE

• Experience of service charge administration, Owners’ Management Companies, managing agents or residential property management.
• Knowledge of sinking funds, major works levies and Multi-Unit Developments Act requirements.
• Experience using Sage 200 or a comparable financial system.
• Experience supporting month-end processes, including accruals, prepayments, reconciliations and variance analysis.

HEALTH & SAFETY

• Be aware of and act in accordance with the Health & Safety Policy.
• Conduct all activities in a manner which is safe to yourself and others.

GENERAL

• Contribute as a team member to the work of colleagues and develop good lines of communication across the organisation.
• Positively promote Tuath Housing whenever possible.
• Undertake any other occasional duties which are consistent with the responsibilities of the post as directed by the Finance Manager or other managers.

This job description is not definitive or restrictive and will be subject to periodic review in the light of developments.