Part-time Finance & Operations Assist. 16 hrs/wk, Richmond upon Thames/Remote, up to £32K FTE*

Our Client

Our client is a privately owned property business managing a varied portfolio of commercial real estate investments and developments across London and the Thames Valley. With a small, close-knit team and a hands-on approach, they pride themselves on running a professional, well-organised and compliant operation.

They are now looking for a capable and organised Property Finance & Operations Assistant to play a pivotal role in keeping both the numbers and the office running smoothly.

The Role 

This role offers the chance to gain experience in all aspects of the accounting function in a number of real estate investment and development companies. It is also responsible for overseeing the daily operations of the small property company, ensuring the office runs efficiently, and providing high-level administrative, financial, and logistical support. This key role is the central hub for the team, agents, clients, and vendors, ensuring a professional and compliant operation.

This role is highly varied and requires a high degree of organisation, attention to detail, and discretion.

For the right candidate, the role has potential to grow and offer opportunities to progress their skill set.

Candidates will report directly to the Financial Controller.

Key Responsibilities

Accounts Receivable (Property Income)

• Rent/Service Charge Processing: Raise and issue rent demands, and service charge demands (mthly/qtrly) to tenants.
• Credit Control: Manage and actively chase outstanding rents, service charges, and other debts (arrears management) via phone and email.
• Insurance: Agree and Recharge annual premiums.
• Tenant Liaison: Respond to and resolve rent and invoice queries from tenants, landlords, and external stakeholders in a professional manner.
• Data Maintenance: Ensure all tenancy accounting records are accurately maintained in the property management system.

Accounts Payable (Invoices & Payments)

• Invoice Processing: Receive, log, and process supplier/vendor invoices, ensuring correct coding (e.g., VAT, General Ledger codes, and property/cost centre allocation) before payment authorisation.
• Utility Recharging: Where appropriate, recharge utilities to tenants. Apportion charges form supplier invoices re gardening, utilities etc
• Utility bills: Downloading utility invoices from suppliers websites and maintain utility spreadsheet.
• Payments: Prepare and process payments for authorised supplier invoices and charity donations, ensuring timely disbursements.
• Expense Claims: Process employee expense claims, ensuring they comply with company policy and have the correct documentation/receipts.

Banking and Reconciliation

• Bank Reconciliations: Perform daily and/or monthly reconciliation of bank statements, to the accounting/property management software for a number of bank accounts, including Trust accounts.
• Cashflow forecast: Update daily cashflow tracker.
• Cashiering: Process daily bank receipts, payments, and internal transfers.

Financial Record Keeping and Reporting

• Bookkeeping: Maintain accurate sales and purchase ledgers, and other financial records using the accounting software, Propman.
• Quarter-End Support: Assist the Financial Controller with quarter-end procedures, including processing journals (e.g., accruals and prepayments).
• Financial Administration: Ensure all financial documents (invoices, receipts, statements) are filed, stored, and archived correctly and efficiently.

Service Charges

• Annually load service charge budgets onto Propman and raise demands (mthly/qtrly) to tenants
• Assisting the Financial Controller with the year-end Service Charge reconciliations.

Charity Trust

• Collate funding requests for trustees on a quarterly basis.
• Liaise with charities regarding donations.
• Collate information required to process donations - eg bank details

Office Administration & Operations

• Office Efficiency: Implement and maintain efficient office administrative systems and procedures.
• Facilities Management: Manage the office environment, including organizing the office layout, coordinating with cleaning services, and ensuring all equipment (printers, computers, phone systems) is functioning and maintained.
• Supply Management: Monitor and manage inventory of all office supplies, equipment, and marketing materials, coordinating with suppliers and negotiating contracts to ensure cost-effectiveness.
• Reception & Communication: Serve as the primary point of contact, managing incoming calls, correspondence, and greeting clients and visitors professionally.
• Data & Filing: Develop and maintain accurate digital and paper filing systems, ensuring client records and confidential information are handled in compliance with data protection regulations.

About You

• Experience in a similar role
• Solid understanding of basic accounting principles (e.g., double-entry bookkeeping).
• Solution focused and can demonstrate attention to detail and accuracy in work
• Effective communication skills (both written and verbal)
• Self -motivated and comfortable working alone and as part of a small team
• Ability to multi-task and prioritise daily workload to meet deadlines
• Proficiency in Microsoft Office Suite (Word, Excel, (data entry, basic formulas, spreadsheets), Teams, PowerPoint, Outlook) or Google Workspace (Docs, Sheets, Gmail, etc.).
• Proactive and keen to develop new capabilities

What’s on Offer

• The role is offered on a part-time basis seeking 16 hrs/week (ideally over 3 days, 9-3pm x2 and 9-2pm)
• A salary of £28k-£32k fte* depending on experience
• Hybrid working considered for the right candidate
• A genuinely varied and interesting part-time role
• A supportive, close-knit working environment
• The opportunity to build on your finance and operations experience within a property setting

Interested?

If you’re looking for a part-time role where you can really make an impact, use your finance skills and be at the heart of a small business, we’d love to hear from you.