Job Title
Client Accounts Administrator (Residential Lettings)

Location
Stourbridge office based

Reports to
Managing Partner

Role Purpose
To manage the accurate daily processing of rental income and landlord payments, ensuring all client account transactions are recorded correctly within the company’s internal system. The role supports the smooth financial operation of the lettings portfolio through disciplined processing, clear communication and consistent follow-through.

This is a process-driven role requiring high levels of accuracy, organisation and reliability.

Key Responsibilities

Daily Rent Processing
• Post all rent receipts into our system accurately and promptly each working day
• Allocate incoming payments correctly to tenant accounts
• Identify and investigate unmatched or short payments
• Maintain clear audit trails within the system

Landlord Payments
• Prepare and process regular landlord disbursements
• Ensure payments align with tenancy agreements and fee structures
• Produce and issue landlord statements
• Resolve landlord payment queries professionally and efficiently

Arrears Monitoring
• Monitor rent arrears daily
• Issue reminders and follow-up communications to tenants
• Liaise with Property Managers where necessary
• Maintain accurate arrears notes and records

Contractor and Invoice Processing
• Process contractor invoices against relevant properties
• Ensure correct coding and deduction from landlord funds
• Query discrepancies where required

Overseas Landlord Tax and Rent Guarantee Administration
• Administer overseas landlord tax deductions where applicable
• Maintain accurate records and payment schedules
• Manage rent guarantee claim administration and related documentation

General Accounts Administration
• Maintain organised digital records
• Assist with reconciliations as required
• Liaise with the finance department where necessary
• Support the Managing Partner with financial reporting information
• Contribute to process improvements within the accounts function

Performance Standards
• All rent receipts posted daily without backlog
• Landlord payments processed accurately and on schedule
• Minimal posting errors or corrective transactions
• Clear, well-documented notes on all account queries
• Professional handling of landlords and tenants

Person Specification

Essential Skills and Experience
• Previous experience in an administrative or accounts-based role
• Experience handling or processing financial transactions
• Strong system literacy and confidence using software platforms
• High attention to detail and numerical accuracy
• Ability to manage repetitive daily tasks without loss of focus
• Good written and verbal communication skills

Desirable
• Experience within residential lettings or property management
• Familiarity with client money handling
• Experience using property management or accounting systems

Personal Attributes
• Methodical and organised
• Calm under pressure and interruption
• Comfortable working to daily deadlines
• Assertive but professional when chasing outstanding payments
• Reliable and consistent

Working Pattern

Full-time, office-based. Standard working week aligned with company hours.

Why This Role Matters

The Client Accounts Administrator plays a central role in maintaining landlord confidence and ensuring the smooth financial operation of the lettings portfolio. Accuracy, consistency and professionalism in this position directly support the reputation and stability of the business.

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Please note, this is a full time office based permanent position (with initial probationary period of six months), with working hours of 9am-5pm on Monday and Friday, 9am-5.30pm on Tuesday, Wednesday and Thursday.
Holiday entitlement is 22 days a year excluding bank holidays.