Service Charge Co-Ordinator

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

Job summary

Tuath Housing Association is relocating its service charge operations to Santry in Q4 2026, with initial work based in Dublin city centre. The Service Charge Coordinator will be the central Finance point of contact for internal departments, OMCs and managing agents, ensuring accurate records, timely payments and strong financial controls.

The role involves administration, budgeting analyses, reporting and governance, requiring at least two years in finance, strong Excel skills and excellent

Qualifications

• At least two years' relevant experience in a busy finance environment.
• Strong numerical, analytical and reconciliation skills with a high level of accuracy.
• Experience maintaining financial records and complete supporting documentation.
• Excellent organisational and communication skills, able to manage deadlines and stakeholders.
• Proficient in Microsoft Office applications, especially Excel.

Responsibilities

• Coordinate service charge administration across schemes, OMCS and agents.
• Process payments with accurate documentation and approvals.
• Maintain accruals/prepayments schedules for month and year-end reporting.
• Prepare service charge reports, KPI updates and meeting materials.
• Maintain sinking fund records, OMC data, and governance queries.
• Collaborate across departments to improve controls, processes and document management.

Skills

Numerical skills

Analytical skills

Attention to detail

Excel

Communication

Tools

Sage 200

Job description

JOB DESCRIPTION: SERVICE CHARGE COORDINATOR

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

CONTRACT: FULL-TIME PERMANENT

RESPONSIBLE TO: FINANCE MANAGER

RESPONSIBLE FOR: SERVICE CHARGE COORDINATION, REPORTING & ADMINISTRATION

SALARY: €41,319 - GRADE 2 COORDINATOR

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 elevate 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, elevate 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 elevate 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.