Job Description

We are seeking a motivated and detail-oriented individual to join our distributed team as a Commercial Property Management and Accounts Assistant. This role involves a wide range of responsibilities, including managing sales and purchase accounts, monitoring rental arrears, conducting data entry and bank reconciliations, handling property-related tasks such as insurance claims and utilities, and providing secretarial and personal assistant support. The successful candidate will report directly to the Head of Operations and play a vital role in ensuring smooth operations within our commercial property management company.

Responsibilities:

Sales and Purchase Accounts:

• Maintain accurate records of sales and purchase transactions.
• Prepare invoices, purchase orders, and receipts.
• Assist with financial reconciliations and ensure accuracy of financial data.
• Liaise with suppliers, contractors, and clients regarding billing and payments.

Rental Arrears Monitoring and Follow-up:

• Monitor rental payments and identify any arrears.
• Contact tenants to address outstanding rental payments and follow up on arrears.
• Maintain a database of rental payment records and update as necessary.
• Prepare reports on rental arrears for management review.

Data Entry and Bank Reconciliations:

• Enter financial and operational data into the company's systems accurately and timely.
• Reconcile bank statements with financial records to ensure accuracy.
• Investigate and resolve discrepancies in financial data.
• Supply data and communicate with the Company Accountancy firm.

Property Management Tasks:

• Assist with insurance claims, coordinating with insurance providers and relevant parties.
• Oversee utility management, ensuring timely payment and resolving any issues.
• Support the recovery of outstanding payments and fees related to property management.

Secretarial and Personal Assistant Tasks:

• Schedule appointments, meetings, and travel arrangements for various members of the team.
• Answer telephone calls, screen, and direct inquiries to the appropriate person.
• Provide general administrative support such as filing and organizing electronic documents.

Requirements

Requirements:

• Proven experience in accounts payable/receivable, data entry, and bank reconciliations.
• Strong attention to detail and accuracy in financial record-keeping.
• Excellent communication skills, both written and verbal.
• Good email etiquette and telephone manner.
• Proficiency in using accounting software and Microsoft Office Suite.
• Ability to prioritize tasks and work efficiently in a fast-paced environment.
• Strong organizational and time management skills.
• Ability to maintain confidentiality and handle sensitive information.
• Previous experience in property management or real estate is a plus.
• Bachelor's degree in accounting, finance, business administration, or a related field (preferred).

Reporting Line: The Property Management and Accounts Assistant will report directly to the Head of Operations.

Note: This job description is intended to convey essential responsibilities and requirements of the position. It is not intended to be exhaustive nor all-inclusive. Other duties may be assigned or modified as per the needs of the company.

MSA Outsourcing Solutions