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CREDIT CONTROL ADMINISTRATOR REF: TCH026
Location: Bath
Job Description
Credit Control Administrator
Reporting to: Senior Administrator, Corporate Property Services Bath
Company Objective
To deliver a high quality, profitable, integrated property management service to all clients through excellent customer service and effective internal processes. Protecting people and property.
Job Summary
To monitor all new tenancies to ensure that they have been set up correctly. Monitor existing accounts to make best efforts to pay landlord on time by settling unreconciled monies / identifying unallocated monies and chasing rent arrears. To deal with all branch, tenant and landlord queries promptly and efficiently. Identify tenancies which are either renewing, terminating or assigning and produce relevant documentation to be sent to landlords and tenants. Produce and send invoices to Landlords and Agents where a balance of commission remains unpaid. Register new deposits in line with the Tenancy Deposit Scheme.
Location
The post is currently based in the Bath office.
Key Responsibilities
To provide back office support to a number of designated branches of a letting agent, encompassing the following key responsibilities.
New deals
• Checking all new deals with start dates in the preceding week. Checking charges, landlord bank details and landlord NRL details to ensure correctly set up by the branch. Checking Aspasia contracts to see whether any balances/contractor invoices need to be carried across. If it’s a corporate tenant, checking it is set to receive rent demands. Resolving any problems and alerting Senior Administrator to repeated problems and identify any training needs.
Unsettled/unallocated receipts
• Reviewing all unsettled receipts at least weekly and reconciling against outstanding charges where possible. Where there are no matching charges, checking the charges on the tenancy to ensure that they are correct and if required referring to the Lettings Branch for confirmation.
• Updating Aspasia with notes of any significant problems.
• Reviewing the suspense tenancy (9999999999)/unallocated lists at least once a week and assisting in identifying any unallocated amounts where possible.
• Email copy of the unallocated report to the branch on a weekly basis.
Arrears collection
• Reviewing all tenant arrears over £5.00 at least weekly to check the arrears represent valid charges.
• Where necessary, correcting the charges/resolving any issues; otherwise send all required 7, 14 and 21 day letters to chase payment, with copies to the landlord.
• Following up these letters with telephone calls and/or dealing with phone calls/correspondence from tenants and landlords arising from the above.
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• Updating Aspasia with copies of all arrears letters/notes of all actions.
Landlord overdrawn balances
• Reviewing landlord overdrawn balances weekly, sending a letter to all overdrawn landlords and keeping the Account Manager advised of progress.
• Following up these letters with telephone calls and/or dealing with phone calls/correspondence from landlords arising from the above.
Landlord Credits
• Reviewing all landlord credit balances where the tenancy is marked as having passed its end date in order to identify whether any funds to be returned to the landlord.
Queries
• Dealing with telephone/correspondence (written & e-mailed) queries from branches, tenants and landlords. Resolving issues swiftly and, where issues take longer to resolve, keeping tenants/landlords informed of progress.
Sub Agent & Commission Only Invoices
• Producing and sending invoices where either the initial rent is insufficient to cover commission charges or where a client has placed a tenant in a property on another agents books.
Person Specification
Job title: Credit Control Administrator
Department: Back Office
These are the criteria that we will be assessing your application against. Please provide evidence of your qualifications, experience, skills and personal qualities in your application.
Essential requirement
Qualifications
GCSE in Maths and English (or equivalent)
Experience
(previous work experience required for the position)
Experience of dealing with public and clients on the telephone.
Experience of dealing with sometimes difficult/sensitive/stressful situations with clients over the phone
Skills
(specific abilities eg verbal/numerical/mechanical skills)
Good written and verbal communication skills.
Good working knowledge of MS Office particularly Word and Excel
Personal Qualities
Ability to build rapport and trust with internal and external customers
Ability to plan and organise one’s own workload
Ability to follow legal procedures and company polices
The ability to work constructively as part of a team
Ability to work on own initiative
Ability to work under pressure
Attention to detail
Motivated to proactively investigate and problems and resolve issues
Desirable requirement
ARLA or NAEA qualified
Previous roles will have included credit control.
Knowledge of property/letting industry
Ability to work under pressure
Additional Information
Permanent role
37 hrs per week Mon - Fri
Salary: £16,120pa
Closing date for application: TBA
If you would like to apply for this role, please download the application form. Please note that we do not accept CVs. If you have any questions about the role or have any technical difficulties with the application process, please contact Clare Smith T. 01225 838506 E. clare.smith@paladingroup.co.uk. Thank you for your interest in Paladin Group.
