POSITION | Integration Accounts Assistant
HOURS OF WORK | 9.00am to 5.30pm
LOCATION | Croydon
QUALIFICATION LEVEL | Math's and English at GCSE (A-C) or equivalent
Company Profile
B-hive Property Solutions is part of the Vegner Group of Companies. The Vegner Group is a property service group established in 1991. With over 30 years' experience the business specialises in the management of blocks of flats and offers other related services such as insurance broking, lettings management, surveying, company secretarial and the provision of concierge staff. The group has revenues of approximately £31m, and has over 650 employees, 180 of which are based at clients' buildings. We also administer the employment (payroll and HR support) for a further 150-200 staff employed directly by our clients.
Headquartered in Richmond the group operates from 18 locations across England. The highest concentration of staff is in the Southeast of England.
Main Responsibilities
This is a great opportunity to have a varied accounting role within the Integration team in the Client Accounting Department. Primary duties will be to support the Finance Integrations Manager ensuring an accurate analysis and effective upload of new data to the PMS system. This will cover properties gained through our sales team (New and Existing Build) and also through the acquisition of new companies.
Secondarily you might be asked to assist the Integration Manager with ensuring the accurate analysis an effective upload of new properties to PMS and Dwellant systems in a timely manner when the need arises.
Key duties of the role are as follows, and full training will be provided.
Primary: Collection and upload of financial information
- To work closely with internal departments within the Client Finance, Essential Services and Property Management Divisions, to ensure a coordinated approach is taken to the financial integration of new management instructions.
- Assisting the Finance Integrations Manager with collection of all relevant documents and information relating to new properties.
- Liaising with outside parties, such as other agents, developers and directors to obtain the financial handover information.
- Ensure that any missing information is identified and requests for info are followed up with either outgoing agent or Developer via email or telephone.
- Assisting in the analysis of data received from the outside parties to ensure all is accurate, complete, and raising any queries where required.
- Loading of new data to PMS (in relation to recently completed vacant units, GR, etc.).
- Understanding and uploading/amending budget information with multi scheduling and matrix apportionment.
Primary: Financial duties
- To liaise with the Finance, Business Development and Property Management Teams and support all aspects of internal and external finance queries.
- Raising demands
- Creating journals
- Opening property bank accounts
- Funds reconciliation
- Dealing with service charge billing queries.
- Assist with reviewing service charge year-end accounts
- Ensure that welcome letter has been tailored and agreed by the Property Manager and manage the distribution of Welcome Packs.
- Dealing with the allocation of handover funds and transfer to designated bank accounts
- Record all funds received in respect of the completions onto the spreadsheets
- Keep a record of all completion statements received from developers and their solicitors.
- Assist Finance Integrations Manager with any other financial matters as and when required.
Secondarily: Integration/ Block Loading
- Working with the Core and Partners teams and Client Directors and Partners to collate all relevant documents and information relating to new properties.
- Ensure that any missing information is identified and requests for info are followed up.
- Analysis of documentation once received such as budgets, completions, plans, accounts, lease/TP1 analysis etc
- Undertake key upload process.
- Loading of the development information onto PMS & Dwellant (Property/client/budget/residents data/insurance certification upload).
- Review and upload of budgets to PMS - based upon information supplied by the Client.
- Understanding of budget information presented in excel format in order to load on to PMS and Dwellant.
- Ensure all other internal departments are engaged with each new client (where necessary) e.g., Cosec, OoH, Health & Safety, Finance Integration.
- Filing and collation of full documentation for all new properties.
- To ensure WIP and data load reporting is completed on a monthly basis.
- Send properties live on PMS and provide live notification to appropriate parties.
General
- Communication with clients in written and oral form.
- Handling telephone calls and taking detailed messages as and when required.
- Dealing with written correspondence/e-mails internally, responding and liaising with appropriate parties in a professional manner.
- To keep all the Integration spreadsheets up to date and amend accordingly.
- Any other ad-hoc duties as and when required.
Person Specification
- Accounts experience (preferably within the Property Management sector)
- Good understanding of working with excel and financial information spreadsheets
- Good interpersonal, oral and written communication skills
- To be able to work and communicate both with internal and external clients
- Ability to prioritise workload and work to deadlines
- To take pride in the presentation of work and have an attention to detail
- To be a good team player
- Ability to provide full administration support to the team
- Good understanding of the operation of all Microsoft products
- Ability to pick up and adjust to new property management software packages quickly (preferable)
Randstad CPE values diversity and promotes equality. No terminology in this advert is intended to discriminate against any of the protected characteristics that fall under the Equality Act 2010. We encourage and welcome applications from all sections of society and are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application.
Candidates must be eligible to live and work in the UK.
For the purposes of the Conduct Regulations 2003, when advertising permanent vacancies we are acting as an Employment Agency, and when advertising temporary/contract vacancies we are acting as an Employment Business.
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