Job Description

The Purchase Ledger Team Leader is responsible for leading and developing a team of three Purchase Ledger Administrators within the Client Accounts function. Reporting to the Accounts Payable Manager, the role will oversee the accurate and timely processing, funding, reconciliation and payment of service charge, ground rent, council tax, utilities and contractor-related costs across a managed property portfolio.

The position is responsible for ensuring that service charge and ground rent demands are received, reviewed and correctly recorded within Reapit, whilst proactively securing and retaining funds from landlords to meet payment obligations. The role acts as a key liaison between landlords, Property Managers, managing agents and block management companies to resolve account queries, challenge inappropriate charges and penalties, and maintain strong financial controls across the portfolio.

The Purchase Ledger Team Leader will be responsible for ensuring team performance, maintaining service standards, driving process improvements and supporting the wider Accounts Payable function.

Please note that responsibilities within this job description may be reviewed and updated from time to time to reflect the changing needs and requirements of the business.

Key Responsibilities

Team Leadership & Management

• Lead, coach and develop a team of three Purchase Ledger Administrators.
• Allocate workloads effectively and monitor team performance against agreed service levels and objectives.
• Conduct regular one-to-one meetings, training and performance reviews.
• Identify opportunities to improve processes, controls and efficiency within the Purchase Ledger function.
• Act as the first point of escalation for complex supplier, landlord and Property Management queries.
• Support the Accounts Payable Manager with departmental objectives, projects and continuous improvement initiatives.

Service Charge & Ground Rent Management

• Oversee the receipt, review and processing of service charge and ground rent demands.
• Ensure all charges are accurately recorded within Reapit and allocated to the correct properties and landlords.
• Monitor outstanding service charge and ground rent liabilities to ensure timely payment and compliance with lease obligations.
• Proactively request and retain funds from landlords to ensure sufficient balances are available to meet payment obligations.
• Liaise directly with landlords regarding funding requirements and payment approvals where required.
• Investigate and challenge incorrect charges, penalties, late fees and administration costs with managing agents and block management companies.
• Maintain strong relationships with managing agents and freeholders to resolve disputes efficiently and professionally.

Landlord & Property Management Support

• Act as the key liaison between landlords, Property Managers and block management companies regarding service charge and ground rent matters.
• Provide guidance and support to Property Management teams on funding, charges and account reconciliations.
• Escalate and resolve complex account issues impacting landlords or managed properties.
• Ensure landlords receive clear communication regarding liabilities, funding requirements and account balances.

Purchase Ledger & Invoice Processing

• Oversee the processing of council tax, utility and other property-related invoices.
• Ensure invoices are posted accurately and within agreed timescales.
• Monitor invoice approval workflows and ensure timely resolution of outstanding items.
• Maintain accurate supplier and property records within relevant systems.
• Ensure all transactions comply with company policies and financial controls.

Reconciliations & Contractor Accounts

• Oversee the reconciliation of third-party contractor statements against Reapit records.
• Work closely with Property Managers to investigate and resolve discrepancies.
• Ensure aged items and unreconciled balances are cleared promptly.
• Review supplier statements and identify missing, duplicate or disputed invoices.
• Maintain accurate financial records and supporting documentation.

Controls, Compliance & Reporting

• Ensure compliance with internal controls, accounting procedures and regulatory requirements.
• Monitor aged creditor balances and outstanding liabilities.
• Produce and review management information relating to service charge, ground rent and purchase ledger activities.
• Support month-end processes and reporting requirements.
• Assist with internal and external audit requests where required.

Skills & Experience

Essential

• Experience leading or supervising a Purchase Ledger or Accounts Payable team.
• Strong understanding of purchase ledger processes, reconciliations and supplier management.
• Experience managing service charge and ground rent payments within a property management environment.
• Strong communication and stakeholder management skills.
• Experience working with landlords, managing agents and Property Managers.
• Excellent attention to detail and problem-solving abilities.
• Strong organisational skills and ability to manage competing priorities.
• Intermediate to advanced Microsoft Excel skills.
• Experience using Reapit or similar property management software.

Desirable

• Property management or residential lettings industry experience.
• Knowledge of leasehold property management and service charge administration.
• Understanding of client money regulations and property accounting procedures.

Reporting Line

Reports to: Accounts Payable Manager
Direct Reports: Purchase Ledger Administrators (3)