Property Accounts Administrator

In this capacity, you will provide dedicated independent contracting services in a growing property letting company to perform financial record-keeping, multi-channel income reconciliations, intercompany account management, and ledger preparation for submission to external accounting and audit stakeholders. The engagement is outcome-based and focused on the delivery of agreed financial administration and bookkeeping services. Working Hours & Service Delivery The Contractor retains full discretion and control over the manner, method, sequencing, and timing of work required to achieve the agreed deliverables and performance milestones. The anticipated service requirement is approximately 5 to 8 hours per week, with the potential to increase to 10 to 12 hours per week should transaction volumes or operational requirements expand. UK Hours Overlap To facilitate efficient completion of deliverables, the Contractor maintains flexible availability that overlaps with UK business hours where reasonably required. This supports alignment with: UK banking payment processing and cut-off times; Merchant settlement cycles, including Booking.com, Airbnb, Eviivo, and FDMS; External accountant and bookkeeping deadlines; Timely resolution of financial reconciliation queries. Such availability does not constitute fixed working hours, supervision, or employer control. Location Services will be performed remotely from South Africa. Scope of Deliverables & Performance Milestones The Contractor shall independently provide the following deliverables: 1. Multi-Channel Income & Bank Reconciliation Deliverables: Reconciliation of transaction and payout reports received from Booking.com, Airbnb, Eviivo, FDMS card terminals, legal completion statements, and other approved revenue sources. Matching and verification of all income transactions against monthly bank statements for each group entity. Identification and categorisation of commissions, host fees, adjustments, refunds, and other transaction variances. Acceptance Criteria: 100% of monthly income transactions accurately reconciled and allocated. Reconciliation completed within three (3) business days of receipt of month-end bank statements. 2. Reconciliation Discrepancy & Query Reporting Deliverables: Preparation of monthly reconciliation exception reports. Documentation of matched transactions, unresolved differences, outstanding queries, and corrective actions required. Communication of material discrepancies that may impact month-end reporting. Acceptance Criteria: Reconciliation summary and exception report submitted prior to final ledger sign-off and external accountant review. 3. Multi-Entity General Ledger & Intercompany Loan Account Administration Deliverables: Posting of accurately coded accounting entries into Xero, QuickBooks, or other approved accounting platforms. Allocation of expenses and income to the appropriate entities and cost centres. Maintenance and reconciliation of intercompany loan accounts. Calculation and posting of applicable intercompany interest charges where required. Acceptance Criteria: Monthly ledgers balanced and reconciled. Intercompany balances accurately reflected without unexplained discrepancies. Monthly coding and allocation reports completed and ready for external accounting review. 4. Document Capture & Workflow Automation Management Deliverables: Collection, validation, and uploading of supplier invoices, receipts, and supporting financial documentation into Dext. Verification of document completeness and accuracy. Management of document workflows to ensure correct integration into accounting systems. Acceptance Criteria: 100% of available monthly supporting documentation uploaded and linked to corresponding accounting transactions prior to month-end close. Systems Access, Infrastructure & Commercial Risk Infrastructure & Business Continuity The Contractor provides and maintains, at their own expense: Computer equipment and peripherals; Secure remote working facilities; Reliable internet connectivity; Load-shedding and power-backup infrastructure; Any ancillary resources required to perform the contracted services. System Access & Data Confidentiality Access to client systems, including Dext, Xero, QuickBooks, Google Workspace, cloud storage platforms, and associated financial systems, is granted solely for the purpose of performing the contracted services and maintaining financial confidentiality, security, and operational integrity. Commercial Risk & Rectification Responsibilities The Contractor bears commercial responsibility for the accuracy and quality of all deliverables. Any bookkeeping, reconciliation, allocation, coding, or intercompany accounting errors identified within the delivered work shall be corrected by the Contractor at their own cost and within a reasonable timeframe. Invoicing & Deliverable Sign-Off Fees are invoiced based on successful completion of agreed deliverables and monthly service milestones rather than time spent or hours worked. Payment is subject to completion and acceptance of the deliverables outlined in this SOW. Requirements Contractor Qualifications & System Requirements The Contractor shall possess: A minimum of two (2) years' demonstrable experience in bookkeeping, financial administration, or multi-entity accounting support. Working proficiency in Dext, Xero, QuickBooks, or equivalent cloud-based accounting systems. Advanced competency in Microsoft Excel and/or Google Sheets, including reconciliations, financial reporting, and spreadsheet modelling. A secure remote-working environment and the infrastructure required to provide independent bookkeeping services to UK-based businesses. The ability to consistently meet monthly reconciliation, reporting, and ledger preparation deadlines.