Job Description

Job description

Job Title: Client Accounts Assistant

Department: Accounts - Credit Control

Location: Portsmouth

Hours: Monday to Friday 09:00 - 17:00 - 1 hr lunch break (35hrs)

Report to: HIVE Client Accounts Manager

Holiday Allocation: 25 days per annum (April to March)

Summary of Job:

Working with Accounts and Estate Management and responsible for chasing arrears for outstanding service charges and ground rents.

Main Tasks & Responsibilities:

Run aged debtors report for leaseholders who are in arrears for outstanding service charges and ground rents. Run through the report and view each account in Qube, carefully checking the notes to eliminate any possible leaseholders who are in dispute, on hold or pay via monthly standing order. Run Credit Control letters in accordance with the official procedure Email the letters to each individual leaseholder and/or post where applicable. Apply notes in the 'Credit Control' tab to each of the leaseholder's accounts, stating which letter has been sent, indicating the stage of credit control proceedings. Review and calculate all accounts/leaseholders with a standing order/payment plan arrangement. Liaise with lessee to ensure that they are maintaining agreement accordingly. Apply full credit control proceedings to those who fail to adhere to the agreement. Arrange payment plans for any Section 20 or Major Works charges. Liaise with PM's for time scales of scheduled works etc. If no payment or contact has been received following full 'Credit Control' proceedings, liaise with PM's/clients to discuss the necessary recovery action. Write to mortgage lender if applicable. If no mortgage lender, pass file to solicitors and liaise with them accordingly. (With prior agreement of the client). Apply for 'Court Judgements' where necessary via Small Claims Court online. Deal with/document all matters following this procedure. Arrange regular credit control meetings with property managers. Produce arrears report containing up to date notes and address/follow up any issues to be actioned. Liaise with and report to landlords & clients with details of outstanding leaseholders' arrears. Process debit card payments via online banking portal. Deal with HUGE volumes of payment/service charge queries via email and telephone. Pension Credit information - Send letters to DWP showing a breakdown of individual service charge apportionments, in order to calculate Pension Credits appropriate leaseholders. Return unpaid cheques with covering letter. Constantly update leaseholders notes with any details of correspondence/documents received

Person Specification:

Excellent telephone manner Excellent organisational skills Computer literate Excellent communication skills Excellent customer service skills Ability to work as part of a team Ability to use own initiative

Please Note:

This job description is an indication of the job role you have been employed to do and not an exhaustive list of daily or monthly tasks. All employees will be expected to undertake any suitable tasks requested by their line Manager to meet the changing needs and future growth of the business, as discuss in regular reviews. The job description needs to be read alongside the post-holders Statement of Main Terms and Employee Handbook, which provides detailed information concerning the policies and procedures of our company. This job description will be reviewed periodically. As part of the recruitment process, social media checks may be carried out as part of the pre-employment screening. By applying to this vacancy, you agree for this to take place. If you have any questions, please email hr@bluebombini.com to discuss further.