Accounts/office Administrator

**Job Summary**

1. Assisting with growth of the Property Link NI business.

2. Client & Office accounts administration/credit control within the office.

3. Implementing continual improvement of systems and procedures throughout the company.

4. Ensuring the legally compliant operation of the business and mitigation of accounts procedures.

5. Assisting the company with the positive development of the business throughout all departments.

**Responsibilities**

**Overall**:

- Overall accounts administration & credit control, assisting with sales & lettings, housing, property management and maintenance departments when required. (These involve numerous additional tasks for each role that are not detailed here).

**Administration**:

- To manage all day-to-day administration functions and tasks.
- To continually develop the performance, quality, accuracy and efficiency of the administration of the business.
- To assist in the accurate bookkeeping of the business via Xero.
- To ensure up to date monthly landlord & tenant accounts are available.
- To assess and propose improvements to IT systems and software to the owner that might facilitate better administration of the business and or estate agency, sales/ lettings and CRM.
- To facilitate the switch to new IT systems and software approved by the owner, which may include preparing data to port to new systems.
- To remain competent and up to date as a user and instructor of all systems used in the business (including CRM systems, Origin, Arthur, Showhouse,, Fixflo, Touchright, ROL online booking, etc.).

**Legal and compliance**:

- To assist in ensuring the company remains legal and compliant in all its dealings.
- To ensure that all tenant deposits are registered on time with a recognised TDSA for TDS, monies are paid over to the TDSA on a custodial basis, certificates are issued on time to tenants, and the proper dispute resolution and deposit return procedures are followed.

**Client service**:
**Once Trained,**
- Point of contact for landlord/tenant account queries.
- To provide the best advice to clients, tenants and buyers regarding the latest best practice, legislation and experience in the Northern Ireland property sector.
- To conduct all aspects of service including sales valuations, lettings appraisals/valuations, viewings and negotiations as required to support the team and ensure all clients (and buyers/tenants) receive the best attention and service, as and when required.
- To agree sales and manage the progress all sales via vendors, buyers, solicitors etc.
- To provide informed and timely information to clients as and when required.

**Operational standards and procedures**:

- Attend weekly departmental meetings with the team to review operational performance and to ensure operational standards are met.
- Designing and implementing continual improvement of systems and procedure throughout the company.

**Financial**:

- Manage rent arrears figures, landlord maintenance costs, landlord fees, and produce and run landlord statements and paying landlords if required and addition staff are employed.
- Responsible for overseeing effective rent collection.
- Responsible for overseeing accurate and timely deductions from rent collected to cover fees and chargeable third-party invoices.
- Responsible for overseeing money handling, payments and banking.
- Pay all contractor invoices monthly.
- Responsible for overseeing effective credit control of tenant’s rents.
- Takes an active role in credit control issues and escalated collections, to county court level.
- Assist to maintain the correct level of stationery, marketing materials, sundries and consumables needed to operate branches within budget.

**Job Types**: Full-time, Permanent

Pay: £30,000.00 per year

Schedule:

- Day shift
- Monday to Friday

Work Location: In person

Application deadline: 22/10/2024
Expected start date: 01/11/2024