Our client is a real estate/residential property business in London. They are looking for an Accounts Assistant to join their team and assist with the below tasks relating to some of their properties.
BILLS
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Process the Purchase Invoices (posting into XERO), Purchase Orders, and Credit Notes with a detailed itemisation for further cost management
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Check the New Contacts details (VAT No, Company No , Pay terms, Payment Details & Addresses) via the Companies House database/CreditSafe, and updating the XERO Contact List
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Monitor any discrepancies and/or price variations during the data enter stage and querying with the Suppliers or Contractors immediately
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Approve the Purchase Invoices for payments
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Update the Suppliers/Contractors about Payment status
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Monitor the Account Activities when the Statement of Account is received from Suppliers/Contractors
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Access various Suppliers' portals for monthly recurring bills and Account Activities
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Chase for the delayed / missing bills
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Updating the List of Recurring Bill Templates in XERO (optimising data entry)
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Run the XERO customise reports for all BILLS regularly and update the EXCEL database for efficient searches and numerous queries
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Sort out all communications within the relevant Subfolders in the Finance email box for efficient access to historical events
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Print in PDF the vital emails with confirmations and attach these files to XERO
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Analysing costs for CapEx purposes and support the Accountant with additional detailed documents
INVOICES
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Maintain the MASTER RENT SCHEDULE database along with the Building Manager (deposits, rent apportionment, Tenant Names, Vacant offices, Re-charge costs, Dilapidations)
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Generate Sales Invoices (Rent Invoices) monthly: import list into XERO, check the Draft Invoices, distribute invoices to tenants
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Save copies of emails with Invoices into DropBox and in the Finance email box (the relevant subfolders)
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Submitting DD schedule into the GoCardless Portal for all DD tenants
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Deal with any disputes and refunds side-by-side with the Building Manager
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Maintain Credit Control on a weekly basis, report the list of debtors to the weekly Budget Meetings
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Calculate the Late Payment fees when required
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Update the Team of the tenant's activities that may affect they Financial liability
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Monitor the communications between the front office and the tenants and support with any disputes and queries.
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Run the XERO customise reports for all INVOICES regularly and update the EXCEL database for efficient searches and numerous queries
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Sort out all communications within the relevant Subfolders in the Finance email box for efficient access to historical events
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Print in PDF the vital emails with confirmations and attach these files to XERO
PETTY CASH:
- Monitor the monthly statements (pdf & csv) are received timely
- Prepare file and Import bank statement into XERO
- Check submitted Expense Claims (VAT, account analysis) and query when/if required
- Reconcile with the bank statement lines, chase for missing expenses
BUSINESS RATES:
- Monitor emails and the Council Portal for any updates
- Maintain the internal detailed database for each office (unit) and check thoroughly that the Council has the most updated information about Vacant periods and all rates and liabilities are up-to-date
- Query any discrepancies with the Council
- Prepare Refund Claims for the Director's signature
- Monitor expecting Refunds
- Post the Bills into XERO and Credit Notes for Vacant Periods
- File the posted letters
- Check that DD Schedule is accurate and matches the monthly collections
- Support Directors when required
ADMIN TASKS:
- Help to organise and maintain the structure for supportive documents in Drop Box
- Help and assist in optimising Excel tables and generating various reports to support the queries
- Optimise daily/monthly/quarterly tasks via programming code (VBA)
- Implement new safeguarding tasks for cross-checking data entry and the interlinked processes
- Customise the XERO reports to perform various tasks weekly/quarterly/annually
- Facilitate XERO functionalities to improve data entry and make reporting more efficient