Job Title: Accounts Receivable Officer
About Us:
At Claremont Group, our mission is clear: helping people live their best lives. For 25 years, we have been dedicated to creating high-quality independent living spaces and providing compassionate care for adults facing personal challenges. Based in Birmingham, we pride ourselves on our understanding and sensitivity to the unique needs of each individual we serve.
Our commitment to excellence ensures that we never compromise on quality. Every day, we strive to empower our clients by adapting their living environments and support systems, enabling them to embrace tomorrow with confidence. Join us on this journey of transformation and support as we work together to create brighter futures.
Job Overview:
As an Accounts Receivable Officer, you will be responsible for the complete end-to-end process of revenue recognition, debtor management, and cash receipts, ensuring financial accuracy and timely income reporting. You will manage and reconcile income from multiple funding sources across various service lines, ensuring rent, service charges, and other income streams are accurately calculated, recorded, invoiced, and collected in accordance with contractual terms.
This role involves overseeing the invoicing process, tracking receipts, performing monthly reconciliations, investigating anomalies, and coordinating with stakeholders to ensure income is maximised and aligned with service occupancy levels. You will also be expected to review aged debt, follow up on pending payments, manage tenant lifecycle updates in internal trackers, and ensure compliance with all relevant policies and procedures.
Key Responsibilities:
Revenue Recognition and Income Management
· Ensure that revenue is recognised accurately in the month it is earned, based on tenant occupancy and contractual terms.
· Raise and issue invoices for rent, service charges and additional funding streams on a monthly or agreed cycle basis, in line with internal procedures and agreements with funding partners.
· Monitor and ensure recognition of revenue from support contracts and special funding.
· Recognise unearned income in advance for funding that spans multiple months or years and apply monthly adjustments to reflect earned revenue.
Cash Receipt Processing and Reconciliation
· Reconcile all cash receipts from housing benefit, councils, and other funders against issued invoices and outstanding balances.
· Review and match receipts to tenant accounts and funding records to ensure income is appropriately allocated and no over/under payments exist.
· Investigate and escalate any anomalies or non-routine transactions to the Line Manger or Finance Manager for resolution.
· Ensure all petty cash receipts and payments are posted, reconciled, and aligned with physical balances.
Aged Debt Monitoring and Recovery
· Conduct detailed reviews of aged debtor reports for each funder and contract type.
· Monitor outstanding debts, identify overdue payments, and proactively follow up with funders and internal stakeholders to expedite recovery.
· Liaise with Credit Controllers to ensure debt recovery strategies are implemented effectively and aligned with funding rules.
· Report and escalate persistent or complex debt issues to senior management for further action.
Tenant Lifecycle and Funding Administration
· Regularly update internal tenant databases to reflect new move-ins, leavers, and changes in funding eligibility or tenancy status.
· For new tenants, ensure rent and service charge entries are created correctly to enable invoicing and income tracking.
· For leavers, ensure entries are deleted or adjusted promptly to avoid billing beyond occupancy dates.
· Liaise with support teams, councils, and funders to verify benefit eligibility and ensure tenant funding is secured and extended where necessary.
Contract Funding and Invoicing Duties
· Calculate rent and service charges due for each tenant across multiple funding contracts and reconcile with internal occupancy data.
· Ensure timely invoicing of local authorities and third-party support providers for contract-based funding (including one-off and recurring charges).
· Monitor funding expirations and initiate follow-up actions to secure continued support.
· Prepare and submit quarterly or periodic invoices for support contracts, housing schemes, or one-off tenancy-related costs.
Financial Tracking, Compliance and Controls
· Maintain internal trackers for occupancy, funding, and receipts to ensure full visibility over income per property and per contract.
· Provide accurate reports on income received, arrears position, expected cash flow, and funding gaps.
· Ensure all revenue-related documentation is updated in line with internal controls and audit requirements.
· Track government benefits (such as Universal Credit or Housing Benefit) and confirm receipt of expected payments per tenant and property.
· Ensure all financial actions are compliant with internal financial policies and external regulatory standards.
· Maintain comprehensive documentation and audit trails for income transactions, tenant changes, and funding updates to support internal and external audits.
· Identify discrepancies or trends that may pose risks to revenue recognition or payment collection and proactively address or escalate them.
· Support and participate in internal audits, control testing, and periodic reviews of financial governance procedures.
Stakeholder Engagement and Escalation
· Communicate promptly with support teams, funding agencies, and landlords on queries arising from discrepancies, short payments, or missing information.
· Escalate benefit changes, rejected payments, or funding shortfalls to management for timely resolution and follow-up.
· Collaborate with relevant departments to address issues affecting payment timelines, eligibility, or documentation submission.
· Collaborate closely with the wider finance team to support the month-end close, year-end audit preparations, and budget forecasting.
· Proactively support initiatives aimed at improving financial control, reducing arrears, and strengthening data integrity across all service areas.
This job description is a non-exhaustive summary of your role and is non-contractual. In addition to the above, you may be required to undertake additional duties in order to properly execute your role. This job description is subject to variation from time to time in order to meet the changing needs and requirements of our industry, as well as customer and business demands.
The experience requirements above are provided for guidance purposes; however, we would welcome applications from candidates with more or less relevant experience who can demonstrate their suitability for the role.
Please note that any information shared with us will be stored securely and processed solely for the purpose of recruitment. Once the role has been filled, the information will be deleted from our internal records.
Pay: £26,000.00-£29,000.00 per year
Benefits:
- Bereavement leave
- Company events
- Health & wellbeing programme
Experience:
- Finance : 1 year (preferred)
Location:
- Birmingham B1 3RA (preferred)
Work Location: In person
