Utility Billing Specialist

Utility Billing Specialist Job Description

Department: Property Management

Reports to: Investor Account Manager

FLSA status: Exempt

Supervises others: No

Defined Role: The Utility Billing Specialist is responsible for accurately managing utility billing activities across the company’s portfolio of single-family rental properties. This position ensures utility charges are properly tracked, allocated, billed, and collected while maintaining accurate records and identifying discrepancies. The ideal candidate is highly detail-oriented, organized, comfortable working with numbers, and able to communicate effectively with internal teams, vendors, owners, and residents.

Who we seek: At the center of this effort is a key resource—you. We seek someone who is organized, analytical, proactive, and solution-oriented , with the ability to identify discrepancies, ask thoughtful questions, and follow issues through to resolution. You take pride in your work, hold yourself accountable, and understand that even the smallest details can have a meaningful impact on our properties and our people.

Who we are: We are investors, developers, owners and operators of Scattered Site Single Family, Multifamily and Build for Rent assets throughout the Midwest and Southeast and in our sights is an intense mission to dramatically change the way we function, communicate, engage, evaluate, execute, course correct and think about our organizational growth, operations and management activities. We operate a vertically integrated real estate investment platform with a group of wholly owned subsidiaries that includes real estate brokerage, property management, property maintenance, construction project management, marketing/advertising efforts that both support our own investment strategies as well as serve the 3rd party marketplace. We possess an insatiable desire for growth, accomplishment and making the impossible happen and you should too.

Working with us, you will be challenged daily to improve yourself, work harder and faster than ever before and to take your skillsets and ability to accomplish to levels never thought possible and take on your position as if it was your own business. Our organization sparks the entrepreneurial spirit to help people live up to their true potential. Are you up to the challenge?

In your DNA will be a fire that burns, and the result is an Insane passion and high energy for creating change, improvement, and the natural incapability of accepting below bar standards, mediocrity, or anything less than the best . We need the right transformational leader in this role and are investing heavily in our mission to grow. If you are up for the challenge, we want to engage with you! If you truly consider yourself special and are prepared to demonstrate how and why - we look forward to hearing from you.

Essential Responsibilities

• Manage utility billing processes for a portfolio of single-family rental properties.
• Review and process utility bills for water, sewer, gas, electric, trash, and other applicable services.
• Verify utility bills for accuracy and investigate unusual charges, discrepancies, or usage variances.
• Ensure utility expenses are accurately coded and allocated to the appropriate property, owner, resident, or account.
• Monitor utility accounts and identify past‑due balances, billing issues, duplicate charges, and service‑related concerns.
• Coordinate with utility providers and vendors to resolve billing discrepancies and account issues.
• Track utility transfers, start/stop services, and account changes associated with property turnovers and resident move‑ins/move‑outs.
• Maintain accurate utility account information, billing records, and supporting documentation.
• Process resident utility charges in accordance with company policies, leases, and applicable regulations.
• Research resident questions regarding utility charges and provide timely, professional responses.
• Partner with Property Management, Accounting, Maintenance, and Operations teams to resolve utility‑related issues.
• Assist with monthly reconciliation of utility expenses and resident bill‑backs.
• Monitor utility expenses and identify opportunities for cost savings or improved billing accuracy.
• Prepare reports related to utility expenses, billing activity, outstanding balances, and account discrepancies.
• Maintain confidentiality and accuracy when handling financial and resident information.
• Support other accounting, administrative, or operational duties as needed.

Preferred Experience

• Single‑family or multifamily property management experience.
• Experience with utility billing and resident bill‑backs.
• Experience with AppFolio or similar property management/accounting software.
• Experience working with utility providers and third‑party billing vendors.
• Understanding of property‑level accounting and expense reconciliation.

Success Measures

• Accuracy and timeliness of utility billing.
• Successful reconciliation of utility expenses.
• Reduction of billing discrepancies and errors.
• Timely resolution of resident and vendor billing questions.
• Proper documentation and account maintenance.
• Effective management of utility transfers and account changes.
• Identification of cost‑saving opportunities and process improvements.
• Consistent follow‑through and accountability.

Education Requirements

• High school diploma or equivalent
• Associate degree is strongly preferred

Qualifications

• 2+ years of experience in utility billing, accounts receivable, accounting, property management, or a related field preferred.
• Strong attention to detail and excellent organizational skills.
• Comfortable working with numbers, invoices, and financial data.
• Strong analytical and problem‑solving abilities.
• Proficient in Microsoft Excel and Microsoft Office.
• Experience with property management or accounting software preferred.
• Ability to manage multiple priorities and meet recurring deadlines.
• Strong written and verbal communication skills.
• Ability to work independently while also collaborating effectively with a team.
• Demonstrated accountability and follow‑through.

Work Environment

Position is primarily located in a well‑lit office environment.

Equipment Operated

Standard office equipment including computers, fax machines, copiers, telephone, calculators, etc.

Mental/Physical Requirements

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is primarily sitting at a desk utilizing a computer.

Auben’s Core Values

• TEAM ORIENTED
• SOLUTION ORIENTED
• SENSE OF URGENCY
• DIRECT/COMMUNICATIVE
• ACCOUNTABLE
• UNDERDOG DNA

Equal Opportunity Employer

Auben Realty is committed to fostering a diverse and inclusive workplace. We do not discriminate based on race, color, religion, gender, sexual orientation, national origin, disability, or any other protected status, ensuring fair employment practices across all aspects of our organization.