Sr. Accountant, Utility Vendor Management

POSITION OVERVIEW

Billee manages utility vendor payments, invoice reconciliation, and funding workflows for a growing portfolio of multifamily apartment communities. As our client base has scaled, the financial control work at the center of that operation — reconciling funding requests, processing high-volume invoices, moving money accurately — has outgrown our current team capacity. The UVM Senior Accountant is the financial control point between what vendors bill, what clients fund, and what actually gets paid. Day-to-day, that means owning FR-level reconciliations (7Layer, double-pull detection, Entrata payment verification), creating precisely formatted CSV disbursement files, processing invoices across 20+ properties simultaneously, and running a real-time past‑due tracker that keeps utility accounts out of shut‑off risk. This is high‑volume, detail‑critical work with direct financial and client consequences. This role is built for someone who thrives in a spreadsheet‑heavy environment, finds satisfaction in tracing a discrepancy all the way back to its source, and understands that accuracy in utility accounting isn’t just operational—it’s what keeps clients’ properties running. If you enjoy owning a function end‑to‑end and building the documentation and systems that make a team more resilient, this is that opportunity.

CORE RESPONSIBILITIES

Reconciliation & Financial Controls You own the full FR‑level reconciliation cycle — 7Layer final reconciliation, duplicate and double‑pull detection, and Entrata payment summary verification. When discrepancies arise, you investigate from source document to ledger entry and determine whether the cause is a data entry error, a system issue, or actual financial exposure. Reconciliation files are maintained as living, audit‑ready documents at all times. Confirmed double‑puls, overpayments, or unmatched funding requests are escalated immediately. This function is the financial safety net for the entire UVM operation. Funding Request (FR) CSV Creation & Money Movement Every approved funding request requires a precisely formatted CSV disbursement file before a dollar moves. You create those files, cross‑referencing FR line items against vendor invoices and Entrata payment records to confirm amounts before submission. You maintain a running log of every FR from approval through disbursement confirmation and resolve discrepancies between approved FR amounts and actual vendor invoices before files are submitted. An error here has direct financial consequences — this work demands the same precision every time. Invoice Processing You receive, code, and enter utility and vendor invoices across the full client portfolio in Entrata. That means monitoring the UVM shared inbox so nothing ages past acceptable thresholds, maintaining accuracy standards with self‑audit checks on batches before submission, and coordinating with UVM Coordinators on vendor account discrepancies that affect invoice validity — tax ID mismatches, account number issues, and similar flags that need resolution before an invoice can post. Past‑Due Account Management You maintain a real‑time tracker of all past‑due utility accounts across the portfolio. You proactively identify accounts approaching shut‑off risk and trigger escalation per defined protocols — coordinating with the client‑side PM contact and Billee accounting to ensure funding is requested and applied before delinquency worsens. You produce a weekly past‑due summary report for operations leadership. This function protects both clients’ properties and Billee’s relationship with them. Process & Documentation You document all reconciliation procedures and FR processing workflows in Notion, and you surface systemic issues — billing system failures, vendor portal access gaps, recurring discrepancy patterns — that create accounting risk. You participate in retrospectives on past‑due or reconciliation failures and contribute to root‑cause analysis and process improvement. At a scaling startup, building durable processes is as important as executing them.

REQUIRED QUALIFICATIONS

Experience & Background 3–5 years of experience in accounts payable, utility billing, or property management accounting — multi‑property experience is required Demonstrated ability to manage high‑volume invoice processing accurately across 20+ properties simultaneously Experience creating or working with structured CSV files for financial disbursements or batch payment processing Familiarity with property management or utility billing systems (Entrata, Yardi, RealPage, MRI, or equivalent) Technical Skills Proficiency in Excel or Google Sheets at an intermediate‑to‑advanced level (pivot tables, VLOOKUP/XLOOKUP, conditional formatting, data validation) Strong reconciliation skills: ability to trace a discrepancy from source document to ledger entry and explain it clearly Comfort working in spreadsheet‑heavy, data‑critical environments with structured file outputs Working Style Ability to work independently and prioritize across competing urgent items Sound escalation judgment — flags issues quickly without over‑escalating routine variance Detail‑oriented under volume, with self‑audit habits built into daily workflows

IDEAL CANDIDATE

Detail‑oriented under volume — You’ve processed hundreds of invoices across dozens of properties without losing accuracy. You build self‑checks into your own workflows because you know that in high‑volume environments, errors compound. Follows the money — You understand that reconciliation isn’t paperwork; it’s financial control. You can trace a discrepancy from a vendor statement back to a funding request, identify where the delta entered the system, and explain it clearly to someone who wasn’t in the weeds with you. Knows when to elevate — You can tell the difference between a discrepancy that needs investigation and one that needs an immediate call to your manager. You don’t sit on flags, and you don’t over‑escalate routine variance. Builds systems, not workarounds — When you find a gap in a process, you document the fix and make sure it doesn’t happen again. You’ve written SOPs, maintained reconciliation logs, or built trackers that other people actually used after you built them. Comfortable in early‑stage environments — You’ve worked somewhere where the process was still being built. You don’t need every answer to exist before you start, and you can hold ambiguity without it affecting your output quality. Calm when things are urgent — Past‑due utility accounts, funding request deadlines, and reconciliation discrepancies don’t always arrive at convenient times. You’ve managed overlapping urgencies without dropping the ball on things that would have become urgent tomorrow.

PREFERRED QUALIFICATIONS

Direct experience in a Utility Vendor Management, utility billing, or sub‑metering role Familiarity with multifamily real estate operations and the property management/accounting interface Experience with Entrata specifically (invoice entry, posting periods, ledger review) Exposure to EDI billing, bulk utility accounts, or telecom vendor management Experience in a fast‑scaling startup or proptech environment where process is still being built Associate’s or Bachelor’s degree in Accounting, Finance, or Business Administration (or equivalent experience)

TECH STACK

You’ll work with these tools daily. Prior experience with Entrata is a strong differentiator — comfort learning new software quickly matters more than knowing everything on day one. Entrata — Invoice entry, payment posting, ledger review, and payment verification Excel / Google Sheets — Reconciliation files, FR tracking logs, past‑due trackers (pivot tables, XLOOKUP, data validation required) CSV files — Structured disbursement file creation for every approved funding request Notion — Process documentation, workflow SOPs, internal knowledge base 1Password — Credential and vendor account access management

WHERE YOU’LL SIT

This role is part of our Utility Vendor Management (UVM) team, reporting to the SVP Accounting. Your primary stakeholders will be UVM Coordinators, the Operations team, and client‑side Property Management contacts. You’ll work closely with coordinators on invoice discrepancies and vendor flags, with operations leadership on reconciliation status and past‑due escalations, and with client PM contacts when funding timelines need to move quickly.

WHAT SUCCESS LOOKS LIKE

Day 30 Onboarded to Entrata, Notion, and 1Password. Can independently process invoices and create FR CSV files with review. Has reviewed and understands current reconciliation files. Day 60 Owns FR CSV creation and invoice processing independently. Running weekly reconciliation checks with minimal oversight. Past‑due tracker is current and escalation protocol is being followed. Day 90 Has surfaced at least one systemic process gap with a proposed fix. Reconciliation function is fully documented in Notion. Operations lead’s time on accounting tasks has measurably decreased.

COMPENSATION & BENEFITS

Salary Range: Competitive, commensurate with experience Health, dental, and vision insurance 401(k) Paid time off and flexible work arrangements Professional development opportunities Opportunity for earned equity #J-18808-Ljbffr Billee Technologies