Utility Processing Administrator

Job Description

Job Description

5812 Investment Group LLC

Utility Processing Admin Job Description

FUNCTION : This position is responsible for assisting the Senior Utilities Specialist with payment and maintenance of all utility accounts across the portfolio.

REPORTS TO: Senior Utilities Specialist

WORK HOURS: 40 hours per week. Overtime as circumstances warrant.

RESPONSIBILITIES:

• Tracking & monitoring utility usage, billing discrepancies and payments for water, electric and gas services.
• Gathering/consolidating bills for processing/analysis using variations of mail, email & utilizing the vendor payment portals.
• Assisting with the setup or transfer of utilities as needed for new properties or from/to residents.
• Project Management: assist and/or lead the transfer from paper billing to electronic billing. This will be done one property at a time, until all properties are setup to receive invoices and notices electronically.
• Overall customer service fielding questions or issues from the property teams and working with the vendors to research.
• New acquisition setup: Annual bond service is relatively cheap vs Cash outlays for deposits. Implement and utilize bonding for all new Utility companies. Assessing Utility vendors to include determining and obtaining bonds so that cash deposits are not needed. This requires analyzing the scope of utilities – getting accurate assessments of how much bond is required and working with the acquisition team to obtain the bonds—vendor information is needed prior to the transaction in order to be added to due diligence

GENERAL:

• Perform any additional duties within reason assigned by the Controller/Accounting Manager or Utility Processing Clerk
• Posting utility chargebacks to resident statements for final bills.
• Analyzing house meter accounts ensuring payments withdraw timely and reach out to vendors regarding issues or inaccuracies.
• Preparing utility bills to AP for entry for the weekly check runs.
• Relaying any information to the property teams regarding maintenance notices, shutoffs or meter upgrades.
• Managing the mail process to include getting help when needed, promptly opening, sorting and distributing mail receipts. Specifically focusing on invoices and time sensitive notices.
• Being open to new assignments and development of the position as needed to achieve daily and weekly objectives.

QUALIFICATIONS:

• Associate degree in accounting with a minimum of 3 years’ accounting experience (preferred)
• Knowledge of accounting practices and procedures.
• Skilled in preparing detailed reports and computations.
• Must be detail oriented.
• Must be project oriented with the ability to handle multiple tasks and meet deadlines.
• Good customer service skills. Manage difficult or emotional customer situations. Respond promptly to customer needs. Solicit customer feedback to improve service. Respond to requests for service and assistance. Meet commitments.
• Strong communication (oral and written), critical thinking and analytical ability required.
• Oral – Speaks English clearly and persuasively in positive or negative situations. Listens and asks for clarification. Responds well to questions and participates in meetings.
• Written – Writes English clearly and informatively. Edits work for spelling and grammar. Presents numerical data effectively. Able to read and interpret written information.
• Planning & organizational skills. Ability to prioritize and plan work activities. Use time efficiently. Plan for additional resources. Set goals and objectives. Develop realistic action plans.
• Excellent teamwork skills. Ability to balance team and individual responsibilities. Exhibit objectivity and openness to others’ views. Give and welcome feedback. Contribute to building a positive team spirit. Put success of team above own interests. Able to build morale and group commitments to goals and objectives.
• Excellent attendance/punctuality. Must be consistent at work and on time. Ensure work responsibilities are covered when absent. Arrive at meetings and appointments on time.
• Excellent dependability. Must be able to follow instructions and respond to management direction. Able to take responsibility for own actions. Keep commitments. Complete tasks on time or notify appropriate person with an alternate plan.
• Commitment to diversity. Demonstrate knowledge of EEO policy. Show respect and sensitivity for cultural differences. Promote a harassmentfree environment.
• Strong administrative skills, including proficiency with Microsoft Office products and keyboarding skills.
• Knowledge and experience in real estate industry preferred.
• Ability to pass background and drug screenings.

PHYSICAL REQUIREMENTS:

• Stand and walk or sit alternatively depending on specific needs of the day. Estimate 30% of time is spent on feet and 70% sitting at desk.
• Have occasional need (33% to 66% of the time) to perform the following physical activities:
  • Bend/Stoop/Squat Climb Stairs
  • Push or Pull Reach Above Shoulder
• Have frequent need (33% to 66% of the time) to perform standing and walking activities related to inspecting and presenting property.
• Constant need (66% to 100% of time) to perform the following physical activities:
  • Writing/Typing Operation of office equipment
  • Grasping/Turning Telephone, doorknob use
  • Finger Dexterity
• Lifting/Carrying (paperwork, deliveries, files, miscellaneous):
  • Over 25 lbs. Rare need (less than 1% of the time)
  • 20 lbs. - 25 lbs. Occasional need (1% to 33% of the time)
  • Less than 20 lbs. Frequent need (33% to 66% of the time)
  • Under 10 lbs. Constant need (66% to 100% of the time)

VISION REQUIREMENTS:

• Constant need (75% to 100% of the time) to complete forms, read and review reports and a wide variety of correspondence, view computer screen. Frequent need to see small detail.

HEARING REQUIREMENTS:

• Constant need (75% to 100% of the time) to communicate over telephone and in person with property owners, corporate and resident management, vendors, and residents.

SPEAKING REQUIREMENTS:

• Constant need (75% to 100% of the time) to communicate over telephone and in person.

WORKING ENVIRONMENT:

• Indoors (75% to 100% of the time)

REASONING DEVELOPMENT:

• HIGH. Must be able to apply principles of logical thinking to define problems, collect pertinent data, establish facts, and draw valid conclusions and initiate appropriate course of action. Must effectively convey ideas, images and goals to a diverse group of personalities.