POSITION | Integration Accounts Assistant
REPORTING TO | Finance Integrations Manager
HOURS OF WORK | 9.00am to 5.30pm
LOCATION | West Croydon
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
Support the Finance Integrations Manager with the accurate analysis and upload of financial information for new-build and existing properties and acquired portfolios. Assist with property loading onto PMS and Dwellant when required.
We are looking for an accounting-minded person with excellent communication skills who can understand financial records, identify discrepancies and ask the right questions. Training will be provided on systems and internal procedures.
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.
- Opening property bank accounts
- 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.
- Prepare a short financial handover summary showing missing information, queries and agreed next steps.
- 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
- Communicate professionally with clients and colleagues by email and telephone.
- Keep integration spreadsheets, correspondence and outstanding actions up to date.
- Support the planned use of approved AI tools to draft financial handover summaries. Check outputs against source records and follow confidentiality and data protection requirements.
- Escalate complex accounting matters to the Finance Integrations Manager. Following handover, ongoing year-end accounts normally pass to Client Accounting.
- Provide administration support and undertake other reasonable duties appropriate to the role.
Person Specification
- Practical accounts experience, preferably within property management or service charge accounting.
- Sound understanding of journals, reconciliations and financial records.
- An analytical, accounting-minded approach with the ability to identify and investigate discrepancies.
- Excellent written and verbal communication, including explaining financial queries to non-finance colleagues.
- Confidence asking questions, following up incomplete information and knowing when to seek advice.
- Good Excel and Microsoft Office skills and the ability to learn new systems.
- Strong attention to detail, organisation and ability to prioritise and meet deadlines.
- A team player willing to undertake detailed processing and administration.
- AAT qualified, ideally Level 4, or studying towards ACCA or an equivalent qualification is desirable. Equivalent practical accounting experience will also be considered.
- Willingness to learn approved AI tools and check their outputs; previous AI experience is not essential.
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.
