Client & Service Charge Accounting Manager

This role will lead a team of client accountants to fulfil the required RICS and CMP governance for maintaining transparent and accurate client money accounts and service charge accounting ledgers for each property under remit. The role involves working closely with operational teams and covers more than 1000 tenants and 500 landlords. The role is responsible for managing compliance activities and deliverables, and ensuring that the relevant training, systems, and processes are in place. They will promote best practice guidelines published within the UK real estate sector.

Key Accountabilities

• Review team daily cash and bank reconciliations and propose appropriate adjustments where necessary.
• Work closely with Property Operations to validate and transact landlord payments and prepare monthly statements.
• Partner with the Northern Block Department to manage and maintain Service Charge funds and ledgers for each property under remit.
• General maintenance of client funds (i.e. tenant refunds, transfers between rent/service charge accounts).
• Ensure that cash-flow/funding for each property is adequate via annual Service Charge budgeting process.
• Liaise with Finance colleagues and Northern Block to complete quarterly Service Charge reconciliations.
• Lead on the production of year end service charge statements of account for approval and the annual accountant certification/audit process within prescribed timescales.
• Ensure all deficit and surplus adjustments are entered onto the residents' accounts.
• As custodian of client monies, keep appropriate records in line with industry best practice guidance.
• Liaise with the head of lettings, property managers and site maintenance department to cross check charges and fees appearing in bank statements and cash books against CRM system records.
• Collaborate with Financial reporting Team to resolve invoicing matters and rent arrears queries.
• Approve required client account money transfers daily. This includes ensuring deposit amounts are appropriately handled in a timely manner.
• Maintain the Business Central CAM system to ensure fit for purpose functionality and controls are adequate.
• Prepare and submit quarterly non-resident landlord tax (NRLT) returns and annual statements to HMRC.
• Provide required client money protection scheme certification material for periodic declarations/renewals.
• Responsible for preparing quarterly Banking covenant reporting and projections for properties where relevant for FD and external stakeholder review.
• Liaise with Facilities Management and Finance colleagues to apply deductions to landlords and tenants for on-demand charges in accordance with agreed SoWs and job records provided.
• Manage the clean-up of legacy records and maintain data integrity across key data sources in use.
• Ensure that key systems and processes remain fit for purpose for effective ongoing client monies upkeep. Where transition to new systems is required, ensure that essential services and records are maintained.
• Effectively manage, coach, and develop a team to respond to business demands and to achieve targets for productivity and performance during 121s.
• Work with external agencies and local authorities to ensure information is provided as required.
• Contribute towards continuous Finance department improvement initiatives and the promotion of company values on sustainable growth and employee wellbeing.

Qualifications, Knowledge, Experience and Technical Know How

• Ideally a qualified accountant or if not possesses extensive knowledge of essential financial accounting principles gained through prior work placements.
• Treasury management/Client Accounting prior experience is required.
• Real estate sector CMP governance and property service charging legislation knowledge is desirable.
• Requisite experience in performing bank and balance sheet reconciliation activities.
• Able to work well in a growing company within a small to medium sized business.
• Have ideally worked in an auditing capacity to demonstrate adoption of sound controls and procedures.
• Strong data manipulation and handling competences using MS Excel.
• Line management/supervisory/coaching experience.
• Resilient and comfortable working under pressure.
• Strong team player with proactive and problem-solving attitude.
• Hands on and structured approach to working, with excellent attention to detail.

Job Dimensions and interfaces

• Member of Finance Management.
• Partner closely with operational teams in the Block and Apartment Management Business Segment.
• Liaise professionally with parent company, external providers and stakeholders as and when required.