Utility Billing Associate

The Utility Billing Associate is responsible for the end-to-end management of utility billing, onboarding, and invoice processing for one of our clients. This role ensures utilities are properly onboarded, bills are processed accurately, autopay/e-billing is implemented, and all related systems and controls are maintained with integrity. The ideal candidate is highly detailed, process-oriented, comfortable with multiple stakeholders and systems, and thrives in a fast-paced asset management environment.

Your Main Responsibilities:
1. Utility Invoice Processing
Receive utility invoices and ensure the utility folder is resolved to zero open items by end of day.
Enter utility invoices per property under the correct name.
Input utilities into the property management software (e.g., AppFolio) using proper GL accounts and property codes.
Maintain passwords/logins for utility accounts
Immediately notify Accounting Supervisor & Treasury Supervisor of any invoice or billing errors.
Provide a daily End-of-Day report to Accounting Supervisor & Treasury Supervisor documenting utility bills entered.
Communicate with the Accounting & Treasury Supervisors when a new utility vendor must be created to process invoices.
Collaborate with Accounting & Treasury Supervisors to resolve any utility invoice anomalies (e.g., unusual charges, late fees).
Update the “BPO Utilities” channel each day with current status and any late fees observed during bill entry.
Assist in setting up utility accounts on autopay linked to the property’s bank account.
Assist in enrolling utility accounts to e-billing
Assist in compiling utility data (usage, invoices, etc.) upon request.
Participate in daily bank proofing, ensuring utility items are correctly reported
2. Utility Onboarding for New/Transitioning Properties
Support the onboarding of utilities for properties ensuring 100% completion prior to the transition date.
Obtain from outgoing management/ownership the list of utilities requiring transition (electric, water/sewer, gas, trash, phone/internet).
Ensure all new utility accounts are set up under the correct property name
Ensure utility account logins are created and stored in the Utility/Vendor Account Workbook folder.
Document each onboarding step on the Onboarding Checklist with supporting documentation (email confirmation, phone confirmation, contract copies).
Store utility transition confirmations for the property being onboarded.
Escalate any onboarding barriers (missing information, deposits required, ownership paperwork missing) to the Accounting & Treasury Supervisor immediately.
3. Flexible and Adaptable Work
As jurisdictions, utility provider practices, lease terms, and internal processes evolve, adapt to changing workflows and procedures.
Remain responsive to new property acquisitions, portfolio growth or other changes.
What We’re Looking For:
At least 2 years of experience in utility billing, invoice processing, or property-management accounting highly desirable.
Strong sense of ownership and proactive communication — someone who will immediately report any problem or barrier (e.g., utility account issues, vendor set-up delays, login access problems) to the appropriate supervisor.
Prior experience using AppFolio or similar property management accounting software is advantageous.
Technical Skills:
Proficiency in Microsoft Office (Excel, Word, Outlook) and ability to learn new systems quickly.
Experience managing passwords/logins securely using tools like Keeper Security or similar.
Familiarity with electronic billing and autopay setup processes.
Attention to Detail & Process-Oriented: Proven track record of accurate data entry, following checklists, meeting deadlines (e.g., zero open items by EOD).
Communication & Collaboration: Strong written and verbal communication skills; ability to coordinate with internal teams and external utility providers.
Problem Solving: Ability to identify anomalies, escalate appropriately and follow through to resolution.
Organizational Skills: Ability to manage multiple properties/portfolios, daily tasks, reporting requirements and onboarding workflows concurrently.
Adaptability: Comfortable working in a dynamic environment where policies and programs may change.
Confidentiality & Integrity: Handle login credentials, financial information and vendor accounts securely and responsibly.

Nice to Haves:

Prior experience in a real-estate asset management company or multifamily/residential portfolio.
Experience in handling tenant billing and administrative fee processes.
Comfortable working under minimal supervision with defined workflows and checklists.
Initiative to improve processes, suggest efficiencies and maintain a clean inbox/folder system.