SERVICE CHARGE ANALYST

£38,000- £40,000 PER ANNUM (DEPENDING ON EXPERIENCE)

SOUTH WEST LONDON

FULL TIME PERMANENT ROLE – HYBRID WORKING

I have partnered with a leading commercial property management company to recruit an experienced and hands on Service Charge Analyst/Coordinator to ensure accurate, transparent, and timely management of building operating costs across their properties.

Day-to-day of the role:

Financial Management & Reporting:

• Maintain a live schedule of service charge budgets and actuals for each building; monitor variance vs. forecast; flag risks and opportunities early.
• Track and reconcile ongoing building costs (utilities, security, cleaning, business rates, insurance, compliance testing, waste, callouts, etc.).
• Prepare periodic service charge statements and summaries for internal review and leaseholder communications; manage queries and disputes professionally and promptly.
• Coordinate year-end service charge reconciliations; support any external review or audit requirements.
• Work with the Financial Controller to ensure accurate coding, accruals, prepayments, and timely invoicing/recovery.

Service Charge Management & Cost Recovery:

• Validate and document the carved-out service charge amount for inclusive licences, ensuring appropriate cost recovery and fair apportionment across occupiers.
• Prepare and maintain RICS-aligned apportionments for mixed licence/leasehold buildings, ensuring consistency and auditability.

Cross-Functional Collaboration:

• Bridge Accounts and Operations by working with the Operations Manager to capture operational changes and reflect them in budgets/actuals.
• Drive process improvement across data capture (e.g., meter reads, occupancy changes), documentation, and reporting cadence.

Contracts & Procurement:

• Lead or co-lead negotiation, tendering, and procurement for utilities, cleaning, waste disposal, and assist with business rates mitigation.
• Liaise with brokers/suppliers to secure competitive tariffs, manage contract start/stop, validate billed volumes, and resolve billing anomalies.
• Maintain contracts register, key dates (renewals, break points), and performance KPIs.

Compliance & Governance:

• Ensure service charge handling, apportionments, and communications align with RICS best practice and internal policy.
• Maintain accurate records, version control, and an audit trail for all calculations and occupier notifications.
• Support health & safety/FM compliance cost tracking and ensure those costs are appropriately allocated.

Reporting & Insights:

• Provide quarterly reports to the Director, Head of Operations, and Financial Controller covering variance analysis, recovery rates, and key supplier performance.
• Recommend cost optimisation opportunities and portfolio-level improvements.

Required Skills & Qualifications:

• 5+ years’ experience in service charge management within the commercial property sector.
• Strong financial literacy: budgeting, variance analysis, reconciliations, accruals/prepayments, cost coding, and recovery mechanics.
• Proficiency in Excel and property management/accounting software.
• Excellent stakeholder management and communication skills, capable of working closely with both Accounts and Operations teams.
• Highly organised, detail-oriented, and proactive in managing multiple buildings and deadlines.