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Office & Accounts Administrator

APPLY Job Description

Office & Accounts Administrator - £32,000 - £36,000 DOE - Camden

Our client, a family-owned property investment business: four companies, around 90 properties across London, Liverpool and the rest of the UK. The administrator will keep the office, the paperwork and the money flowing smoothly.

Responsibilities:

Accounts Admin

• Collect supplier invoices and utility bills as they arrive by email and post. Download bills from supplier portals.
• Check each invoice against the order, contract or agreement. Send queries to whoever placed the order.
• Rename and file every invoice using the company's expense codes, by company and property.
• Prepare the weekly payment run for approval. Approved payments are made by James or Kate; the administrator does not authorise payments.
• Load payroll and PAYE payments from the figures the bookkeeper provides.
• Send the week's invoices to the bookkeeper on a set day and keep the reference copy filed.
• Keep the bank account and supplier details list up to date and confirm any change of supplier bank details by phone before it is used.
• Act as the bookkeeper's day-to-day contact for missing invoices, receipts and queries.
• Help set up and apply the new cost codes, so every cost is allocated to a property and a company.
• Gather the information needed for VAT returns, year-end accounts and confirmation statements, to the deadlines in the calendar.

Combined Calendar
Set up and run one calendar for the whole business, with reminders far enough ahead to act on:

• Accounts: VAT returns, annual accounts, confirmation statements and payroll dates, each with a preparation window before it.
• Property: rent due dates, rent reviews, lease breaks and expiries, and tenancy renewals.
• Compliance: gas safety, electrical, fire risk, EPC and other certificates, licences and inspections.
• Insurance: renewal dates.
• People: HR dates such as probation reviews and annual reviews.

Insurance Admin

• Keep the insurance schedule up to date: policies, renewal dates, premiums and documents.
• Be the brokers' day-to-day contact for documents, changes and renewals.
• Tell the brokers in writing about changes such as vacant units, changes of use and building works, as directed.
• Keep the claims file in order.
• Review policy documents and make sure their terms and conditions are kept to, for example inspections of vacant units, heating and water rules, tenant referencing and electrical safety reports. Diarise each condition and flag anything not being met.

Office, Post and Records

• Clear the backlog of paper records in the office: sort, scan where useful, file, and send to storage.
• Set up and keep a retention and destruction schedule for stored records, on the accountant's advice.
• Keep the office running: supplies, equipment, deliveries and visitors.
• Help with the office move in May 2027.

Company and Legal Administration

• Keep company records up to date for the four companies and prepare Companies House filings for approval.
• Keep registers of leases, tenancies, licences and key documents, and know where the originals are.

HR Admin

• Keep staff files: contracts, right-to-work checks, holiday and absence records.
• Diarise probation and annual reviews, and help prepare them.
• Help with recruitment admin: adverts, CVs, interview scheduling and onboarding.
• Keep HR policies filed and up to date, with the HR adviser.

IT & Systems

• Be the day-to-day contact for the IT provider: new users, laptops, access and faults.
• Help move files into the new shared document system and keep its folders tidy.

Supporting the team

• Support Associate Director with diary management, meeting notes, trackers and document preparation.
• Support the Property Manager, with document chasing, filing and tenancy paperwork. Keep the property management software, Konnexions, fully up to date and well managed: tenants, leases, rents, deposits, certificates, contacts and documents. The team needs all the information there to be accurate and current, because they rely on it to manage the portfolio.
• Work with the Liverpool team on shared admin tasks.

Skills and Experience Required:

• Minimum 5 years' experience in office or accounts administration within property
• Be confident with Xero and Excel
• Experience with property management software
• Excellent accuracy and attention to detail
• AAT Level 2 or equivalent bookkeeping knowledge

Salary: £32,000 - £36,000 DOE
Working Hours: Monday - Friday, 9am - 5:30pm, office based

If you are a proactive individual looking for a new role, please contact Anisha on the Business Support team at Dove & Hawk Property Recruitment.
0203 725 9835

Dove & Hawk Property Recruitment acts as an employment agency for permanent recruitment and employment business for the supply of permanent workers. By applying for this job you accept the T&C's and Privacy Policy which can be found at doveandhawk.co.uk

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