Service Charge Co-Ordinator

Posted 6 days 23 hours ago by Hollybank Trustees Ltd

Permanent
Full Time
Other
Dublin, Dublin, Ireland
Job Description

Location: Hybrid / Dublin, Ireland
job type: Permanent / Full-time
Sector and subsector: Accounting & Finance Accounts Payable
AnnualFixed salary:€ 41319.00

JOB DESCRIPTION: SERVICE CHARGE COORDINATOR LOCATION: MOVING TO SANTRY IN Q4 2026 (INITIALLY IN CITY CENTRE) RESPONSIBLE TO: FINANCE MANAGER RESPONSIBLE FOR: SERVICE CHARGE COORDINATION, REPORTING & ADMINISTRATION JOB SUMMARY:

To coordinate Tuath's service charge function, ensuring accurate records, timely payments, effective reporting and strong financial controls. The role will act as the central Finance point of contact for internal Departments, Operating Management Company (OMCs) and managing agents.

KEY RESPONSIBILITIES Service Charge Administration
  • Maintain accurate service charge records, including scheme, OMC, agent, invoice, budget and apportionment details.
  • Monitor annual renewals and follow-up outstanding invoices, budgets and statements.
  • Keep trackers, scheme folders and filing records current and accessible.
  • Coordinate scheme handovers and act as the main Finance point of contact for service charge queries.
Payment Processing and Financial Controls
  • Check payment requests for accuracy, correct allocation & supporting evidence.
  • Coordinate DocuSign and approvals in line with procedures.
  • Maintain complete payment documentation and audit trails.
  • Support supplier setup and independently verify bank details.
  • Resolve and escalated payment queries, liaising with Accounts Payable for timely processing.
Budgeting, Accounting and Analysis
  • Maintain accrual and prepayment schedules for month and year-end reporting.
  • Analyse expenditure against budgets, forecasts and prior periods, investigating material variances.
  • Prepare scheme and cost-category analysis, highlighting high-cost areas.
Reporting and Meetings
  • Prepare service charge reports, KPI updates and meeting materials.
  • Report on billing, outstanding information, ageing and agreed actions.
  • Attend weekly and monthly service charge meetings.
  • Track actions, escalated key issues and provide ad-hoc analysis.
Sinking Funds, OMCs and Governance
  • Maintain accurate sinking fund records and supporting scheme data.
  • Track sinking fund balances against MUD act requirements.
  • Maintain the OMC register and support accounts and annual returns.
  • Collate OMC costs and liaise with agents, accountants and advisers on reporting and governance queries.
Stakeholder Coordination and Process Improvement
  • Build effective relationships across departments involved in service charges.
  • Coordinate with Housing teams on payment requests, scheme information and approvals.
  • Maintain service charge procedures, templates, guidance and training materials.
  • Improve controls, working practices, reporting and document management.
KEY REQUIREMENTS
  • At least two years' relevant experience in a busy finance environment.
  • Strong numerical, analytical and reconciliation skills, with a high level of accuracy and attention to detail.
  • Experience maintaining financial records and complete supporting documentation across a high volume of schemes, suppliers or transactions.
  • Excellent organisational skills, with the ability to prioritise competing deadlines and follow issues through to resolution.
  • Strong communication and stakeholder management skills, including the confidence to follow up and escalated outstanding matters appropriately.
  • Proficient in Microsoft Excel and other Microsoft Office applications.
  • Ability to work on own initiative and as part of a cross-departmental team.
DESIRABLE
  • Experience of service charge administration, Owners' Management Companies, managing agents or residential property management.
  • Knowledge of sinking funds, major works levies and Multi-Unit Developments Act requirements.
  • Experience using Sage 200 or a comparable financial system.
  • Experience supporting month-end processes, including accruals, prepayments, reconciliations and variance analysis.
HEALTH & SAFETY
  • Be aware of and act in accordance with the Health & Safety Policy.
  • Conduct all activities in a manner which is safe to yourself and others.
GENERAL
  • Contribute as a team member to the work of colleagues and develop good lines of communication across the organisation.
  • Positively promote Tuath Housing whenever possible.
  • Undertake any other occasional duties which are consistent with the responsibilities of the post as directed by the Finance Manager or other managers.

This job description is not definitive or restrictive and will be subject to periodic review in the light of developments.