Job Description

Company Overview

Dartmouth Green Ltd is a management company responsible for overseeing 19 self-catering lodges located within the Dartmouth Hotel Site at Blackawton.
Of these, 7 lodges are operated by The Dartmouth Hotel, while the remaining 12 are privately owned.

The company operates on a non-profit basis, with its financial year running from 1 April to 31 March. An Owners' Committee supports the governance and oversight of operations.

Position Summary

We are seeking an experienced Accounts Administrator to manage the day-to-day financial and administrative operations of Dartmouth Green Ltd on a self-employed basis.
This role involves maintaining accurate financial records, preparing annual budgets, handling owner recharges, and serving as the first point of contact for lodge owners.

Estimated commitment is 4-5 hours per week, with flexibility depending on the time of year.

Key Responsibilities

Financial Management

Prepare the annual budget and calculate recharges for lodge owners, including service costs and sinking fund contributions. Arrange annual insurance renewals and allocate costs to individual owners. Manage quarterly electricity recharges for pump houses and any other ad hoc owner invoices. Oversee the company bank account, including monthly reconciliations and payment of suppliers. Process regular supplier payments (approximately two monthly and twelve quarterly). Chase outstanding payments from lodge owners and maintain accurate records of all transactions. Prepare year-end accounts and, upon approval from the Directors, submit them to Companies House in a timely manner. Compare budgeted vs actual expenditure, reconciling any surplus or deficit through appropriate owner adjustments.

Administrative Duties

Maintain all company information and filings with Companies House, including the annual confirmation statement. Keep accurate company registers and share certificate records. Complete conveyancing forms and liaise with solicitors during property sales, ensuring correct transfer or cancellation of share certificates. Act as the primary contact for lodge owners, responding to queries promptly and professionally. Attend meetings on-site at The Dartmouth Hotel as required.

Liaison and Operational Support

Collaborate closely with the Owners' Committee and the Dartmouth Hotel team, who currently handle property and grounds maintenance. Liaise with the Course Manager overseeing grounds and outdoor space, and process related invoices (gardener, maintenance, utilities, etc.). Manage regular invoices such as: Grounds maintenance Gardening services Common water bills Ground source heat pump maintenance Recharges from The Dartmouth Hotel (DGCC Ltd)

Hours and Remuneration

Estimated Hours: 4-5 per week (variable by season) Rate: 15.00 per hour (negotiable depending on experience) The Accounts Administrator will be responsible for issuing an invoice for hours worked, subject to approval for payment.

Ideal Candidate

Proven experience in bookkeeping, account administration, or property management. Strong communication and organisational skills. Accuracy and attention to detail in financial reporting. Proficiency with online banking and accounting software. Ability to work independently and manage multiple priorities effectively.
Job Type: Part-time

Pay: From 15.00 per hour

Expected hours: 4 - 6 per week

Benefits:

Flexitime Work from home
Work Location: Hybrid remote in Devon TQ9 7DE