Accounts Payable Utilities

Requirements

Our mandatory requirements are as mentioned below :

Invoice Processing & Accounts Payable (AP) Management

Review and "commit" 1100 utility invoices / month invoices for payment.

Audit invoices for accuracy ensuring charges match utility contracts usage data and terms.

Ensure all utility (electric gas water & sewer) invoices are coded to the appropriate properties and are accurately posted correctly in Yardi.

Address discrepancies between invoices and contract terms work with utility suppliers and internal stakeholders to resolve issues promptly.

Act as a liaison to process utilityrelated payments ensuring timely processing of checks ACH payments and other payment methods as required.

Monitor utility payment schedules to avoid late fees or penalties and ensure early payment discounts are maximized.

Utility Activations Deactivations & Transfers:

Manage utility activations deactivations and transfers for tenants and retail stores across the organizations real estate portfolio.

Work closely with property managers leasing teams and utility providers to activate services when tenants move in or out ensuring utilities are activated promptly and properly transferred when necessary.

Coordinate with utility providers to initiate or terminate services in alignment with lease agreements ensuring tenants utility accounts are managed accurately.

Maintain a detailed record of all activations deactivations and transfers including meter numbers service dates and account information.

Provide support to tenants and property managers by facilitating utility service transfers or terminations when necessary and resolving any service disruptions.

Recover deposits from utilities for deactivated and transferred accounts.

Meter Management & New Meter Additions:

Add new meters to utility accounts for newly built or renovated properties including both common areas and tenant spaces.

Work with utility providers and contractors to ensure proper installation of meters for new developments or tenant installations.

Track and maintain accurate records of meter installations including meter identification numbers installation dates and corresponding utility accounts.

Coordinate with contractors or facilities teams to ensure new meters are correctly programmed and activated to reflect usage.

Metering Issues & Problem Resolution:

Address and resolve metering issues such as incorrect readings malfunctioning meters or discrepancies in utility consumption.

Work with utility providers to investigate and resolve problems related to inaccurate meter readings service interruptions or incorrect billing.

Collaborate with facilities or maintenance teams to address issues related to faulty meters or discrepancies in energy consumption data.

Perform detailed audits of utility consumption patterns identifying unusual usage trends and investigating the causes of discrepancies.

Escalate any unresolved metering issues to management and/or utility providers and track the resolution process until the issue is resolved.

Invoice Accuracy & Verification:

Conduct a thorough review of all utility invoices to ensure accuracy in usage rates and other charges.

Crossreference invoices with meter readings contract terms and historical usage data to verify accuracy.

Investigate any significant variances between actual usage and billed amounts following up with utility providers to request clarification or adjustments.

Ensure all invoices comply with applicable environmental or regulatory standards ensuring that taxes sustainability charges and other fees are correctly applied.

Utility Spend Management & Reporting:

Monitor and manage utilities spend for the organizations real estate portfolio ensuring costs are within budget and expenses are accurately tracked.

Work with the finance team to develop reports that provide insight into utility usage costs and trends across various properties and regions.

Provide regular reports to senior management highlighting any cost savings or anomalies in utilities spend and providing actionable recommendations.

Review and analyze utilities spend to identify opportunities for cost optimization such as potential consolidation of accounts renegotiation of contracts or energysaving initiatives.

Ensure the tracking of utility expenses aligns with budget forecasts working closely with the finance team to ensure accurate financial reporting.

Supplier Management & Communication:

Liaise with utility providers to ensure smooth communication regarding billing issues account changes and service requests.

Work closely with suppliers to ensure timely resolution of payment discrepancies credits and billing errors.

Assist utility suppliers with any required documentation or information related to billing payments or account updates.

Act as a point of contact for utilityrelated inquiries from property management teams tenants or other internal departments.

RecordKeeping & Documentation:

Maintain accurate and uptodate records of all utility accounts invoices contracts meter readings and service requests.

Ensure all records are readily accessible for audit purposes and maintain compliance with organizational policies and industry regulations.

Ensure utilityrelated data is accurately entered into the system and properly filed for easy retrieval during internal audits or external reviews.

Compliance & Internal Controls:

Ensure that all utility invoices transactions and processes comply with company policies accounting standards and regulatory requirements.

Follow established procedures for approval workflows payment processing and supplier communications to maintain strict internal controls.