Service Charge Assistant - JD - Eastlands Homes

SERVICE CHARGE ASSISTANT
JOB DESCRIPTION
Reporting to:
Service Charge Officer
Purpose:
Assist in the development of a comprehensive Utilities management system as well as develop
various projects involving the administration and collection of service charges from customers
and outside agencies to ensure Eastlands Homes maximises income. To help manage the
administrative function for the de-commissioning of the District Heating scheme to ensure
customers receive accurate and timely accounts. To assist in the development of various
projects to maximise service charge income streams
DUTIES
1. Provide support in the management of all Utilities providing an inter-department service
ensuring that all charges are accurate, any queries are dealt with in a timely and efficient
manner and ensure all charges are posted correctly in the finance system in accordance
with financial regulations.
2. Ensure that accurate data is maintained, carry out, where necessary, relevant site surveys
and meter reads.
3. Liaise with Housing teams to ensure void utility costs are correctly recorded
4. Working with Utility suppliers develop and maintain processes and systems to minimise
both utility invoice processing times, management involvement, and provide an accurate
database for service charge information and budgets
5. Act as day to day contact for outside agencies and other Eastlands teams in the
management and administration of contracts with utility service providers, ensuring that
payments are verified, monitored and paid within contractual terms. Assist the investment
team where required to carry out changes to existing utility contracts.
6. Working with the Service Charge Project Officer analyse to claw back over paid VAT on
Utilities and MECO. This will entail working closely with Eastlands VAT consultants and
HMRC
7. Assist in the development of Service Charge processes, meeting deadlines to ensure
statements are produced for customers on time and in accordance with current legislation.
8. Develop Service Charge and Leasehold module within the Housing system. Working
closely with the Leasehold Manager and Service charge officer to ensure data is correctly
maintained within the system.
9. Working closely with the Leasehold manager develop a good understanding of Leasehold
legislation and how this should be applied within Eastlands, ensuring that the consultation
processes are correctly adhered to.
10. Assist with day to day contact for customers, outside agencies and other Eastlands teams
in the management and administration of the District Heating scheme, including liaison with
external contractors and Manchester City Council to produce annual accounts for
customers

11. Act as day to day contact for customers, outside agencies and other Eastlands teams
for the management and administration of the MECO scheme, including monitoring and
payment of monthly invoices
12. Working closely with Project Managers to provide financial input and support for future
projects to replace heating systems in Multi rise and MECO
13. Assist with the development of Eastlands GIS system used to catalogue the Ground
Maintenance service ensuring validity of data and service charge delivery.
14. Provide support to various projects within Eastlands to develop comprehensive service
charge delivery, developing and maintaining effective records and information systems to
support improvements to Eastlands Homes’ management of service charge projects
15. Provide assistance in ensuring service charge information is incorporated into year end rent
re structure and budgets
16. Working closely with sheltered scheme manager to ensure that service charges to
customers in these schemes are relevant and clearly defined.
17. Provide information where required for Eastlands Homes staff and publications, board and
panel meetings. Liaise with Housing Management to ensure an effective communications
process to customers
18. Attend meetings, conferences, training or any other events as required
GENERAL
1. Promote and implement the Eastlands Homes Equal Opportunities policy in all aspects of
the post holders work and in dealings with outside bodies.
2. Comply with Eastland Homes’ health, safety and welfare policy and contribute to good
health and safety practice as appropriate.
3. Attend such training courses, conferences and meetings as required.
4. Undertake any other duties commensurate with the general level of responsibility of the
post.
5. Changing responsibilities over time as the Association evolves to undertake new areas of
work and expand its range of services. As these changes occur, it may result in the
substitution of one function for another, the addition of new areas of responsibility, or
changes to the way functions are carried out.
Director signature:
Line Manager signature:
Employee signature:
Date
Date:
Date: