Property Accountant / Asset Management Accounts Coordinator

Manning Property Partners Group | Sydney-based | Part-time initially, with potential to become full-time

About the Role
Manning Property Partners is seeking an experienced Property Accountant or Asset Management Accounts Coordinator to support the financial management of our shopping centre portfolio.

The role will initially be approximately three days per week, with flexible working arrangements and the ability to work partly from home. It is expected to increase to five days per week as the portfolio grows, likely later this and next year.

This is a hands-on role requiring someone who understands property accounting, invoice processing, cashflow reporting and financial controls. The successful candidate must be highly competent in Xero and ideally have experience using Re-Leased property management software.

Key Responsibilities
Tenant Invoicing and Receivables

•  Create and issue tenant invoices through Re-Leased.
• Maintain accurate tenant account information within Re-Leased.
• Monitor rental payments and tenant arrears.
• Match tenant receipts in Xero against the relevant invoices.
• Prepare regular reports on unpaid rent and outstanding tenant balances
• Investigate and resolve discrepancies, including:  

1. Payments received in multiple instalments.  
2. Payments that do not match the invoiced amount.
3. Incorrect payment references or tenant allocations.

Accounts Payable

• Manage invoices received through the accounts payable email.
• Ensure new suppliers and trades submit invoices through the correct process.
• Confirm invoices have been reviewed and approved by the relevant Property Manager.
• Identify invoices that are outside the approved property budget and obtain additional approval from where required.
• Enter approved invoices into Xero and allocate them to the correct property and accounting code.
• Ensure no invoices are paid without the required approval from the relevant joint venture partner.
• Provide JV partner with clear payment approval instructions, identifying:  

1. Items within the approved budget.  
2. Items outside the approved budget.  
3. Capital expenditure or other unusual payments.
4. Monitor invoices through to final approval and payment.
5. Maintain a clear audit trail for all approvals and payments.

Other Payments and Accounting

• Process non-property operating expenses.
• Process quarterly investor distributions and related payments.
• Process capital expenditure and non-budgeted asset costs.
• Prepare and process monthly Property Management and Asset Management fee invoices. And when required Project Management and Leasing fee invoices.
• Review and allocate all company and property credit card expenses.
• Reconcile creditor accounts and investigate unpaid or incorrectly allocated invoices.
• Cashflow, Budgeting and Reporting
• Prepare and maintain property cashflow reports.
• Assist Property Managers with preparing annual property budgets.
• Convert approved property budgets into the appropriate format for entry into Xero and ongoing reporting.
• Ensure information in Xero and Re-Leased is complete, accurate and consistent.
• Assist with month-end reconciliations and financial reporting for each property and joint venture.
• Produce monthly financial reports from Xero, including:   

1. Rental arrears.
2. Outstanding debtors.  
3. Unpaid creditors.
4. Accounts payable.
5. Budget-versus-actual expenditure.
6. Property cashflow.

Systems
The role will involve regular use of:

• Xero accounting software
• Re-Leased property management software
• Accounts payable email and invoice approval systems
• Microsoft Excel and standard Microsoft Office applications
• Re-Leased is particularly important, as it contains the key lease, tenant, invoicing and rental information for each property.

Experience and Skills
The successful candidate will:

• Have previous accounting, bookkeeping or property accounting experience.
• Be highly experienced and confident using Xero.
• Ideally have experience using Re-Leased or similar property management software.
• Be willing and able to quickly learn Re-Leased if they have not used it previously.
• Understand accounts payable, accounts receivable, reconciliations and financial reporting.
• Be able to review invoices and identify discrepancies or incorrect allocations.
• Understand property budgets, operating expenditure and capital expenditure.
• Be highly organised, accurate and detail-oriented.
• Be comfortable following strict approval and payment processes.
• Be able to communicate clearly with Property Managers, suppliers, tenants and joint venture partners.
• Be capable of working independently and taking ownership of the accounting function.

Working Arrangements

• Sydney-based.
• Approximately three days per week initially.
• Expected to increase to five days per week as the portfolio grows.
• Flexible working hours may be available.
• A combination of working from home and attending the Manning Property Partners office can be considered.
• Some attendance at properties or meetings may occasionally be required.

Ideal Candidate
This role would suit an experienced property accountant, trust accountant or senior bookkeeper who is looking for a flexible position within a growing property investment and asset management business. The successful person must be experienced, reliable and capable of managing the day-to-day accounting requirements with limited supervision.