Accounts Bookkeeper

Role Purpose

The Accounts Bookkeeper / Finance Administrator is responsible for maintaining accurate, up-to-date, and fully reconciled financial records across the organisations finance systems. The role has a strong focus on rent, service charges, tenant transactions, council payments, utilities, supplier invoices, and financial trackers.

This is an office-based role. The successful candidate will be required to work on-site and coordinate closely with the internal accounts, support, procurement, repairs, and management teams.

The ideal candidate will have strong working knowledge of Xero. Experience using QuickBooks will also be considered, particularly where the candidate can demonstrate strong bookkeeping, reconciliation, and financial administration skills.

Key Responsibilities

Finance System Management

• Maintain accurate financial records in Xero or QuickBooks, depending on the system in use.
• Categorise and allocate everyday transactions, including rent, service charges, repairs, utilities, office costs, landlord payments, and other expenses.
• Ensure all transactions are correctly coded, dated, reconciled, and supported by relevant documentation.
• Upload invoices and receipts through Dext and ensure they are published correctly into the finance system.
• Maintain a clear audit trail for all financial transactions.
  
  

Rent and Tenant Accounting

• Confirm, allocate, and reconcile rent payments received from tenants, councils, or third parties.
• Validate tenant statements and ensure balances are accurate.
• Update tenant payment records and rent statements in Google Sheets.
• Upload and maintain new tenant details within the finance system.
• Cancel or amend service charge invoices when residents move out or tenant status changes.
• Monitor tenant rent arrears and payment arrangements.
• Flag rent discrepancies, missed payments, or unexplained balances promptly.
  
  

Service Charge Administration

• Issue weekly service charge invoices through the finance system.
• Provide weekly service charge updates to support workers, including amounts charged, payments received, and outstanding arrears.
• Ensure service charge records are accurate, up to date, and reconciliation-ready.
• Amend, cancel, or update service charge invoices where tenant circumstances change.
  
  

Council and Third-Party Payments

• Allocate council payments accurately against the correct tenants, properties, or accounts.
• Update internal Google Sheets trackers to reflect council payments received.
• Ensure council payment allocations reconcile with tenant records and finance system balances.
• Identify and escalate any discrepancies, missing references, overpayments, underpayments, or unclear allocations.
  
  

Invoice Control and Supplier Administration

• Process supplier invoices, including repairs, office utilities, portfolio utilities, and general expenses.
• Chase outstanding invoices and supporting documents where required.
• Liaise with Chloe and relevant internal staff to obtain missing invoices or clarify payment details.
• Monitor pending landlord and utility bills, including Lotus 2 landlord utility bills.
• Liaise with suppliers where required and escalate overdue or unresolved invoice matters.
  
  

Reporting and Financial Reviews

• Prepare weekly expected income and expense reports.
• Prepare monthly finance system reports for management review meetings.
• Ensure all reports reconcile to Xero, QuickBooks, Google Sheets, and internal trackers.
• Support management with accurate financial information for decision-making.
• Highlight financial inconsistencies, arrears, missing invoices, or unreconciled balances.
  
  

Billing, Redemption, and Trackers

• Send bills to Cath for L1 / Redemption where required.
• Update the FSG tracker accurately and in a timely manner.
• Ensure all billing and tracker updates are supported by clear records.
• Maintain consistency between finance system data and operational trackers.
  
  

Training and Internal Coordination

• Undertake training on relocation invoices from Carly.
• Understand the relocation invoice workflow, while recognising that operational ownership remains with the Accounts Coordinator.
• Work closely with internal teams, including accounts, support workers, procurement, repairs, and management.
• Ensure communication is clear, timely, and accurate when financial information is required.
  
  

Systems Used

The successful candidate should be confident using finance and administrative systems, including:

• Xero, preferred
• QuickBooks, considered
• Dext
• Google Sheets
• Email
• Internal finance and operational trackers
  
  

Accuracy and Performance Expectations

The postholder will be expected to maintain high standards of accuracy, accountability, and follow-through. Key expectations include:

• All transactions are supported with relevant attachments or evidence.
• Rent and service charge records are accurate and reconciliation-ready.
• No unexplained variances between finance system records and internal trackers.
• Supplier invoices are chased, uploaded, and processed promptly.
• Financial discrepancies are identified and escalated quickly.
• Tenant accounts, council payments, utilities, and service charges remain clean, accurate, and controlled.
• Reports are produced on time and aligned with finance system balances.
  
  

Person Specification

The Ideal Candidate Will Have

• Previous bookkeeping, finance administration, or accounts experience.
• Strong working knowledge of Xero, although QuickBooks experience will also be considered.
• Experience with rent, service charges, tenant accounts, utilities, or property-related finance is desirable.
• Strong reconciliation skills and excellent attention to detail.
• Experience using Dext, Google Sheets, or similar finance administration tools.
• Ability to work accurately with high volumes of transactions.
• Strong organisational skills and the ability to meet weekly and monthly deadlines.
• Confidence in identifying errors, resolving discrepancies, and escalating issues where needed.
• Good communication skills when liaising with internal staff, suppliers, and management.
• A proactive and reliable approach to financial record keeping.
  
  

Overall Purpose of the Role

This role exists to ensure that rent, service charges, utilities, supplier invoices, tenant accounts, and financial trackers remain accurate, controlled, and fully reconciliation-ready at all times. The postholder will play an important role in maintaining clean financial records and supporting effective financial management across the organisation.