Accounts Payable

Job Description

Job Description

About the Role

The Accounts Payable / Utilities Specialist is responsible for managing utility accounts and related accounts payable activities for a large portfolio of real estate properties and operating locations.

The primary focus of this position is ensuring utility accounts are properly established, maintained, reviewed, and paid on time. This includes electricity, water, sewer, gas, waste, internet, and other recurring property-related services. The position will work closely with property managers, accounting personnel, utility providers, and other internal departments to resolve billing issues, establish or terminate service, and prevent service interruptions.

In addition to utility management, this position will process approximately 40–60 accounts payable invoices per week through Stampli and assist with other accounts payable duties as needed.

This position requires someone who is highly organized, detail-oriented, dependable, and comfortable managing a large number of recurring accounts and deadlines.

Responsibilities

• Manage utility accounts for multiple properties and locations, including electricity, water, sewer, gas, waste, internet, and other recurring services.
• Establish utility service for newly acquired or opened properties and coordinate transfers or terminations when properties are sold, closed, or ownership changes.
• Review utility invoices for accuracy, unusual charges, past-due balances, duplicate billing, and other discrepancies.
• Ensure utility bills are processed and paid on time to prevent late fees or service interruptions.
• Maintain accurate records of utility providers, account numbers, service addresses, payment information, and contact information.
• Communicate directly with utility companies to resolve billing discrepancies, missing invoices, account changes, deposits, credits, refunds, and service issues.
• Monitor utility accounts to identify invoices not received or accounts requiring follow-up.
• Process approximately 40–60 additional accounts payable invoices per week through Stampli.
• Review invoices for proper coding, documentation, approval, and company/property assignment.
• Respond to vendor inquiries and work with internal departments to resolve invoice or payment issues.
• Maintain organized supporting documentation for accounting, audit, and reporting purposes.
• Assist with month-end accounts payable procedures and account reconciliations as needed.
• Help maintain accurate vendor and utility information across multiple companies and properties.
• Perform other accounts payable and accounting duties as assigned.

Minimum Qualifications

• High school diploma or equivalent.
• At least 2 years of accounts payable, bookkeeping, utility management, property accounting, or similar administrative accounting experience.
• Strong organizational skills and ability to manage numerous accounts, deadlines, and recurring payments.
• Excellent attention to detail.
• Comfortable communicating with vendors, utility providers, and internal employees by phone and email.
• Proficiency with Microsoft Excel, Outlook, and other standard business software.
• Ability to research discrepancies and follow issues through to resolution.

Preferred Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field.
• Previous experience managing utility accounts for multiple properties or locations.
• Experience in real estate, property management, rental, leasing, or multi-location businesses.
• Experience with accounts payable automation systems such as Stampli.
• Experience working with accounting or property management software.

Skills and Attributes

The successful candidate will be highly organized and comfortable taking ownership of a large number of recurring accounts. Because utility services are critical to property operations, this position requires someone who consistently follows up on open items and identifies potential issues before they become problems.

Strong attention to detail is essential when reviewing service addresses, account numbers, billing periods, payment status, and property assignments. The ideal candidate will also be comfortable contacting utility providers, researching discrepancies, maintaining detailed records, and working independently while communicating effectively with the accounting and property management teams.