Property Management Administrator

The person undertaking this role is to be a property management administrator, undertaking tasks associated with managing service charge funds and with managing and maintaining the communal parts of properties. Specific tasks may change over time.

Role Overview

We are seeking an experienced Financial Person with strong expertise in service charge accounting and credit control to oversee all financial aspects of our residential property management portfolio. This role ensures the accurate preparation of service charge accounts, timely issuing of demands, and effective debt recovery while maintaining compliance with RICS, ARMA, and statutory regulations.
Key Responsibilities
1. Financial Control

Oversee all financial operations for the property management division, including budgeting, forecasting, and reporting.

Manage financial systems, internal controls, and accounting procedures to ensure data accuracy and integrity.

Prepare monthly management accounts, variance analysis, and financial performance reports for the portfolio.

Liaise with external auditors, ensuring annual audits and statutory filings are completed on time.

2. Service Charge Accounting

Prepare and review annual service charge budgets, accounts, and reconciliations in accordance with RICS and lease requirements.

Issue service charge and ground rent demands promptly, ensuring accuracy and compliance with lease terms.

Manage client bank accounts and maintain clear audit trails for all transactions.

Coordinate with property managers and surveyors on expenditure control and fund forecasting.

Ensure year-end service charge accounts are completed within required deadlines and circulated to leaseholders.

Respond to leaseholder and client queries regarding service charges, budgets, and expenditure.

3. Credit Control & Income Management

Oversee the collection of service charges, ground rents, and other receivables in line with company credit policies.

Proactively monitor arrears and implement effective credit control procedures to minimise bad debt.

Issue reminder letters, statements, and liaise with solicitors or debt recovery agents as required.

Maintain up-to-date records of receipts, adjustments, and payment plans.

Produce regular aged debtor reports for management and clients.

4. Team Leadership & Collaboration

Supervise and support a small finance team, ensuring high performance and professional development.

Work closely with property managers, administrators, and directors to ensure financial transparency and efficiency.
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Provide financial insights to assist in strategic decision-making and client reporting.
Skills and Experience Required

Part-qualified or qualified accountant (ACA, ACCA, CIMA, AAT or equivalent) preferred, although not essential

Minimum 2 years’ experience in a property management finance role (residential block management desirable).

Strong understanding of service charge accounting, RICS Service Charge Code, and Landlord & Tenant Act.

Proven track record in credit control and debt recovery processes.

Proficient in property management and accounting software (e.g. Qube, BlocksOnline, Propman, Tramps, etc.).

Excellent numerical accuracy, analytical skills, and attention to detail.

Strong interpersonal and communication skills for dealing with clients and leaseholders.

Ability to manage deadlines and prioritise workloads effectively.
Key Performance Indicators (KPIs)

Timely completion and approval of annual service charge accounts.

Reduction in aged debtor balances and arrears percentages.

Compliance with statutory and regulatory financial reporting standards.

Positive client feedback and minimal service charge disputes.
This role is full-time working out of our Sheffield offices in S13, offering free parking, easy access to all routes.

Please apply outlining key experience