Job Description

The role provides operational support to the property management team, with a focus on maintaining accurate lease and budget data, managing service charge reconciliations, and processing tenant recharges. It involves regular interaction with surveyors and tenants to resolve queries.

KEY RESPONSIBILITIES

Lease Management

Maintain lease information forms on the system. Ensure tenancy schedules are accurate and include details such as rent reviews, break options, service charge caps, ERVs, and floor areas. Demonstrate a solid understanding of commercial leases (Essential).

Service Charge Management

Assist with service charge reconciliations, including accruals and prepayments. Update service charge budgets on the system and issue budget certificates, packs, and any adjustment invoices.

Utilities

Manage utility recharges to tenants based on account estimates or actual sub-meter readings. Understanding of the recharging process is beneficial but not essential.

Invoice & Charge Processing

Code supplier invoices against budget and submit via system workflow for property manager approval. Prepare and issue draft rent and service charge reports for review 6-8 weeks before due dates. Raise and issue approved charges and make ad hoc adjustments following lease or budget changes.

Insurance Recharging

Issue recharges for annual premiums to tenants. Make mid-term adjustments for occupancy changes.

Supplier Management

Assist with verifying new supplier bank details. Approve and input new supplier data into the system.

Requirements

Solid understanding of commercial leases (Essential). Experience with service charge reconciliations and budgeting processes. Familiarity with accruals and prepayments. Strong Excel skills and high attention to detail. Excellent communication and time management skills. Analytical approach; ideally from an accounts or finance background. Ability to adhere to company procedures and manage workload independently. Confidence in liaising with surveyors and tenants regarding queries.

Benefits

Holidays - 25 days per year (pro-rata) plus 10 bank holidays and local public holidays in Scotland Private Medical Insurance Health Cash Plan Pension Death in Service Employee Assistance Programme * Cycle to Work Scheme