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Rent Accounts Officer

4 months ago

London, United Kingdom Business Smart Solutions Full time

Rate: £18.88 per hour Umbrella

Term: 3 months

Hours per week: 36

Location: Haringey

**What you'll work on**

To manage and control the entire debit/credit control function of the Rent Accounting system, in accordance with the Council’s audit and accounting practices

**What you'll achieve**
- Maintain and update the OHMS system for all operations including originations, lettings, voiding, tenancy amendments, deletions, debit changes, credit/debit transfers, new property creation, and other related changes.
- Handle setting up of Introductory Tenancies and update OHMS when Secure Tenancy is given. Obtain TA’s from managing agents and other landlords for the records of all relevant tenancy paperwork.
- Oversee the debit control function for Temp Accommodation properties, coordinate with Housing Associations and the Housing Supply Group on acquiring properties for homeless clients, and ensure proper setup and record-keeping of rental charges, Rateable Values, and Water Rates for all properties.
- Provide advice on best practices and procedures related to rent accounting to internal and external stakeholders, including Tenancy Management Officers, Income Collection Officers, Housing Managers, and Councillors.
- Be a regular user of the Homes for Haringey’s computerised rent accounting system. This includes:
Processing enquiries and preparing reports.
Staying current with database operations and training.
Identifying system errors and recommending enhancements.
Having detailed knowledge of the system for advising all relevant parties.
Creating a person specification within CRM and uploading person data for the Needs form.
Ensure the efficiency and integrity of all submissions to the database, advising anomalies to other relevant services as necessary.
- Process, monitor, and keep manual records for all originations and lettings for properties and garages, and scan all documents to the system.
- Identify Top Tenant Award winners monthly, perform necessary checks to enable payment, and prepare payment requests for Central Payments.
- Regularly input data regarding Needs within OHMS/CRM and maintain a spreadsheet for HIT, which includes secure details.
- Daily checks of all new Allpay cards and replacements, perform necessary amendments, then export to the Allpay Web Site. Supply Rent Vouchers for unauthorized accounts and Court Cost accounts.
- Coordinate with Allocation Officers to ensure accurate letting agreement information is entered on the system for Rent Officers to update Needs and produce accounts.
- Calculate and process all adjustments to the weekly debit, e.g., changes to rent, water charges, heating charges, garage charges, rent-free allowances, and other personal and property charges.
- Handle backdated adjustments to the debit with necessary notification from TMO and Repairs.
- Manage the Direct Debit process within OHMS, handle new Direct Debits set up, and address all related enquiries and complaints.
- Set up new records for newly acquired properties within the HRA in OHMS, ensuring correct charges are applied and tenants are informed.
- Handle altered and modernised properties, notifying relevant parties of new rent figures and ensuring appropriate rent is applied during property alteration.
- Control refunds of credits on accounts within HRA/GF properties and liaise with relevant departments.
- Conduct daily reconciliation between OHMS/SAP/Radius/trans cash & Allpay, addressing any errors and updating the daily excel spreadsheet.
- Complete bi-weekly reconciliation of the Housing Benefit Report.
- Handle returned cheque payments, reversing payments in OHMS and notifying tenants.
- Manage the Suspense account, identifying misallocated payments to correct rent reference.
- Notify Water Authorities of new acquisitions and any changes to properties, manage individual water rate bills for specific properties.
- Prepare invoices for payment and send to Central Payment for processing.
- Handle Standing Order mandates, wage deductions, and allocate payments to individual accounts.
- Reconcile garage and property files, and ensure VAT regulations are enforced.
- Liaise with HIT regarding yearly Rent Increase, correcting anomalies as instructed.
- Transfer balances between former & current accounts upon advice from Former Tenants Team.
- Process write-off for outstanding former tenants arrears.
- Process tenancy changes using dedicated system facilities and inform Housing Managers of completion.
- Maintain and file all manual records pertaining to the work of the section, complete any archiving as necessary.
- Handle enquiries from tenants, officers, and external agencies via telephone, letters, and in-person.
- Handle all duties for PSL properties, maintaining close liaison with their agents.
- Provide day-to-day training to new staff on the duties of the post and the use of the computerised system.
- Advise the Rent Accounts Manager on the review of the procedures manual.
- Attend working pa