Accounts & Tenant Payment Executive

1. Tenant Payment Data Entry and Recording

The primary responsibility of the staff is to ensure that all tenant payments received are accurately and promptly recorded in EWG2's billing/accounting system.

Responsibilities include:

• Capture and record all tenant payments received.
• Update tenant accounts with the correct:
• Tenant name/account
• Payment date
• Payment amount
• Payment reference
• Bank/payment method
• Relevant invoice or outstanding balance.
• Ensure payments are allocated to the correct tenant account and invoice.
• Identify and flag payments where the tenant or invoice cannot be determined.
• Check for duplicate or unusual payment entries.
• Ensure all payment records are updated promptly and accurately.
• Maintain proper records of payment transactions for future reference.

2. Bank Statement and Payment Reconciliation

The staff will assist in ensuring that tenant payment records are consistent with actual bank receipts.

Responsibilities include:

• Obtain bank statements or payment reports from the relevant landlord / Managing Agent (MA), where required.
• Liaise with the landlord / MA finance team to obtain:
• Bank statements
• Bank transaction listings
• Payment reports
• Payment references or remittance information.
• Match bank receipts against tenant payment records.
• Identify unidentified or unmatched payments.
• Prepare a list of unmatched receipts for follow-up.
• Highlight discrepancies to the Finance Manager or relevant colleague.
• Maintain supporting documentation for payment reconciliation.

Important: The staff should be responsible for reconciliation and identification of discrepancies, but final financial review or approval should remain with the Finance Manager where applicable.

3. Tenant Account Maintenance

Maintain accurate tenant account information within EWG2's billing system.

Responsibilities include:

• Update tenant payment records.
• Assist in maintaining tenant account information.
• Ensure changes to tenant account information are properly documented.
• Assist in updating account status following payment.
• Check that payment allocations are correctly reflected in the tenant's account.
• Assist in resolving discrepancies between tenant records and payment information.

4. Support for Arrears Management

The staff will provide accurate and timely information to the colleague responsible for arrears management.

Responsibilities include:

• Ensure all received payments are posted before arrears reports are generated.
• Provide updated payment information to the arrears-management team.
• Identify tenants who have made partial payments.
• Identify payments that have not been allocated to tenant accounts.
• Provide payment history when required for collection follow-up.
• Assist in resolving payment-related queries raised by the arrears-management team.
• Ensure that payments received after arrears follow-up are promptly updated.

Note: The staff should not be primarily responsible for debt collection. Their role is to ensure the arrears-management colleague has accurate and up-to-date payment information.

5. Payment Reports and Reconciliation Reports

Prepare routine reports required for the Tenant Management Services operation.

Responsibilities include:

• Prepare daily or periodic tenant payment reports.
• Prepare bank receipt reconciliation reports.
• Prepare unidentified payment reports.
• Prepare outstanding/unallocated receipt reports.
• Provide payment summaries to the relevant EWG2 team member.
• Assist in generating reports from the billing system.
• Highlight unusual or inconsistent transactions.

6. Liaison with Landlord / Managing Agent

As part of the Tenant Management Services function, the staff may be required to communicate directly with the landlord or MA's finance team.

Responsibilities include:

• Request bank statements and payment information.
• Clarify payment references and unidentified receipts.
• Follow up on missing payment information.
• Verify payment dates and amounts.
• Resolve discrepancies between bank records and EWG2's records.
• Maintain proper records of correspondence and information received.

Note: This should be positioned as operational liaison, rather than financial decision-making or financial management.

7. General Accounts Support

The staff may provide basic accounts support where required.

Responsibilities include:

• Assist with basic bookkeeping and data entry.
• Assist in maintaining accounting records.
• Assist in filing financial documents.
• Assist with reconciliation of tenant-related transactions.
• Assist in preparing supporting schedules requested by the Finance Manager.
• Perform other routine finance-related administrative duties assigned by the Finance Manager.

8. Data Accuracy and Confidentiality

Given that the staff will handle a substantial volume of tenant payment information, accuracy and confidentiality should be an important part of the role.

Responsibilities include:

• Maintain a high level of accuracy in payment data entry.
• Perform basic checks before finalising payment entries.
• Maintain confidentiality of tenant and financial information.
• Follow EWG2's data protection and information-security procedures.
• Ensure financial records are properly maintained and protected.
• Immediately report suspected errors, duplicate payments or unusual transactions.