Repairs & Maintenance Payments Reconciliation Administrator in City of London

Job Description

• Payments Reconciliation Administrator (Repairs & Maintenance)
• Department: Property Services - Repairs

About the Role

I am seeking an experienced Payments Reconciliation Administrator to join our Property Services team.

This is an excellent opportunity for someone with a strong background in social housing repairs, contractor payment validation, and Schedule of Rates (SOR) management.

You will play a key role in ensuring the accurate reconciliation of contractor invoices against completed repairs works, validating SOR coding, identifying discrepancies, and maintaining the integrity of repairs and financial data.

Working closely with operational teams, contractors, surveyors, and finance colleagues, you will help ensure value for money and robust financial controls across the repairs service.

Key Responsibilities

• Payments Reconciliation
• Reconcile contractor invoices against work orders, SOR codes, and completion records.
• Investigate and resolve discrepancies between invoiced and approved works.
• Ensure timely and accurate processing of contractor payments.
• Maintain comprehensive audit trails and supporting documentation.
• Repairs System Management
• Utilize housing and repairs management systems to validate job and payment data.
• Review repair records throughout the lifecycle from issue through to completion and payment.
• Identify and correct data inconsistencies to maintain system integrity.
• SOR Validation & Commercial Control
• Review and validate Schedule of Rates (SOR) coding applied to repairs work orders.
• Ensure invoiced works accurately reflect works completed.
• Challenge incorrect coding and liaise with contractors and operational teams to resolve issues.
• Identify trends in incorrect SOR usage and escalating concerns where appropriate.
• Quality Assurance
• Conduct desktop quality checks on completed repairs.
• Ensure compliance with contract specifications, policies, and value-for-money principles.
• Work collaboratively with surveyors and contract managers to address quality issues and improve processes.
• Data Cleansing & System Support
• Support data cleansing and system improvement initiatives.
• Review and validate historical repairs and payment records.
• Assist with system migration, transformation, and closure projects where required.

About You

• Experience working within a social housing repairs and maintenance environment.
• Strong understanding of Schedule of Rates (SOR) and repairs processes.
• Previous experience reconciling contractor payments, invoices, or financial data.
• Experience using housing or repairs management systems such as Northgate, Orchard, Civica, MRI, or similar.
• Excellent analytical skills with strong attention to detail.
• The ability to interpret technical repairs descriptions, costs, and coding structures.
• Advanced Excel skills including lookups, reconciliations, and data analysis.
• Strong communication skills with the confidence to challenge discrepancies and influence stakeholders.

Desirable

• Experience supporting data migration, cleansing, or system transformation projects.
• Knowledge of contract management and commercial controls.
• Understanding of audit and compliance requirements within social housing.

What We Offer

• Hybrid working arrangement.
• Opportunity to contribute to service improvement and transformation projects.
• Collaborative and supportive working environment.
• The chance to play a key role in ensuring financial accuracy and value for money within a busy repairs service.

If you have a strong background in social housing repairs, contractor payments, SOR validation, and data reconciliation, I would love to hear from you.

Please note: You need to have recent experience working in a housing or a repairs maintenance organisation to be considered for this position.

Candidates outside of a housing, council or contractor background will not be considered.

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