Cluttons

Accountant

• To support the client accountant with all aspects of their client accounting portfolio made up of residential, commercial, and mixed-use properties
• Assist in issuing monthly or quarterly rent and service charge demands to all tenants across the portfolio
• Assist in the production of bespoke reporting formats individually for clients applying a good knowledge of Excel
• Assist in maintaining the data within our property management system, Tramps, through liaising with property managers, clients and tenants via our internal workflow system
• Act as cover for the cashiering function which includes all aspects of payments and receipts on our property management and banking systems
• Assist the accounts payable processor with reviewing invoices and helping to maintain a low level of backlog of invoices
• Liaise with the relevant Property Managers on the portfolio, acting on and providing information in a timely mannered
• Any other adhoc duties as necessary
• Work within the team to ensure there are no backlogs
• Building and maintain good relationships within accounts and the wider property management team
• After appropriate training, completes own work under minimal supervision/guidance
• Can deal with novel or difficult situations within context of own function or specialism
• Active team player
• Proactively communicates to colleagues and shares expertise
• Contribute to the delivery of a high quality service

Assistant Client Accountant

Manager

• Undertake the day to day management of designated client’s properties/portfolios reporting to the Team Lead
• Contribute directly towards improving the team’s profitability
• Manage the preparation of detailed annual budget for each property
• Ensure required consultation with lessees regarding the budget
• Approve and sign all letters to lessees in relation to the annual budget of service charge expenditure
• Monitor, control and review monthly and quarterly expenditure against the budget
• Liaise with Client Accounts on service charge income and expenditure
• Authorise all invoices received for payment
• Ensure all insurance claims are properly made
• Have a good understanding of lease management
• Ensure effective planning and management of all maintenance and repair work
• Regular inspection of all managed buildings
• Supervise and monitor the maintenance of the computerized property records system
• Liaise with tenants, lessees and residents associations as required
• Manage all on site and client staff
• Communicate effectively with Clients, Leaseholders, Contractors
• Responsible for the day to day monitoring of health and safety

Senior Block Manager

• To undertake the day-to-day management of a designated portfolio of properties.
• To ensure the effective planning and management of all maintenance and repair work and to monitor and control all regular maintenance contracts. This will include specifying, tendering and supervising works where necessary.
• To ensure the regular inspection of all managed buildings and the maintenance of reports concerning those inspections and records and information on health and safety matters.
• To liaise with tenants, lessees, and residents’ associations as and when required and to attend meetings.
• To provide management information as required through the line manager to surveyors, clients, tenants and others.
• To supervise and monitor the maintenance and updating of the computerised property records system.
• To be responsible for the day-to-day monitoring and control of all aspects of health and safety and ensure compliance at all times with current legislation including the updating of all health and safety audit documentation in accordance with health and safety legislation.
• To authorise and approve all invoices received for payment being satisfied that the works or supply represented by the invoice has been properly incurred and satisfactorily completed or delivered.
• Pre and post tenancy work including minor refurbishments.
• Share knowledge with/ provides information to colleagues and team.
• Attend external networking events, keep abreast of market developments, and share these regularly with the team and group as required and build network within service lines.

Property Manager

Financial Planning and Analysis

• **Responsibilities****Accounts Administration**
• - Oversee and process invoices, receipts, and payments for managed properties.
• - Perform complex reconciliations of debtor accounts and bank statements.
• - Ensure accuracy and compliance with accounting standards and company policies.
• **Leadership & Mentoring**
• - Support and guide junior administrators within the accounts team.
• - Assist in training new team members and sharing best practices.
• **Stakeholder Liaison**
• - Handle escalated queries from stakeholders – to include, debtors, property managers, clients, and suppliers.
• - Resolve discrepancies and provide solutions for complex issues.
• **Reporting & Compliance**
• - Maintain control reporting on project progress.
• - Support action to maintain roadmap to project completion.
• - Prepare and review financial reports for internal teams and clients.
• - Contribute to audits and ensure adherence to regulatory requirements.
• **Process Improvement**
• - Identify opportunities to streamline workflows and improve efficiency.
• - Assist in implementing new systems or procedures within the accounts team.

Senior Finance Administrator

Civil Engineer

• - Develop scheme designs as required by the Directors and Principal engineers, using appropriate software
• - Assist in the delivery of projects within timescale, budget constraints and quality expectations
• - Produce and or work with technicians to produce relevant civil engineering information
• - Undertake structural engineering analysis
• - Full management of small projects
• - Attendance at project and design meetings and site visits
• - Undertake condition surveys and write reports
• - Liaison with other members of the design team
• - Keep all project related documentation in compliance with the Business Management systems, processes and procedures
• - Communicate project's critical issues in a timely manner to Directors and clients
• - Mentor graduates and technicians
• - Actively engage in CPD to maintain and facilitate personal and career development

Senior Structural Engineer

Human Resources

• - Work alongside the team to develop our people and deliver our HR strategy, including the execution of key strategic projects and initiatives
• - Manage complex ER cases, ensuring fair and consistent outcomes aligned with employment law.
• - Responsible for delivering the timely and accurate execution of employee lifecycle processes and engagement initiatives for your client groups
• - Support cyclical HR processes (e.g., performance reviews, salary reviews, promotions).
• - Work closely with the HR Advisors to ensure seamless delivery of HR operations.
• - Lead and contribute to HR projects such as benefits, onboarding improvements, and policy updates.
• - Act as a trusted advisor to managers to support organisational change initiatives, including restructures, role design, and new ways of working
• - Champion ED&I across the business by embedding inclusive practices across the employee lifecycle and partnering with stakeholders to deliver initiatives aligned with company values. Track and report on ED&I metrics to inform strategy and drive continuous improvement.

HR Business Partner

• - Manage all hard and soft service providers, monitoring SLAs and KPIs and re-tendering to ensure delivery of an efficient, quality and value for money service for our clients and the occupiers of their buildings/sites
• - Assist in the preparation and managing budgets in accordance with the RICS code of practice
• - Monitoring and control of budget expenditure in tandem with Cluttons client accounting team
• - Lead and develop FM team, Gardeners & Porters across the portfolio.
• - Assist in the Control of all Environmental and Health and Safety, ensuring compliance across all buildings and sites with legislation, codes of practice and Cluttons policies and procedures
• - Visiting and inspecting buildings and sites as necessary to ensure, as a minimum, key deliverables are met
• - Support capital/refurbishment projects.
• - Maintain accurate records via the systems used within the business.
• - Assist with internal and external parties in relation to project works across the portfolio
• - Regular and accurate reporting to the partners/property managers, clients and Cluttons H&S director
• - Dealing with ad hoc queries and tasks from the property management team, clients and occupiers
• - Developing and building good working relationships with residents & leaseholders to resolve issues promptly and professionally
• - Drive process improvements & service levels across the portfolio.