[Hiring] Property Utility Specialist @Extenteam Client Roles

Role Description

The Property Utility Specialist 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

• 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.
• 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.
• 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.

Qualifications

• At least 2 years of experience in utility billing, invoice processing, or property-management accounting highly desirable.
• Strong sense of ownership and proactive communication.
• Prior experience using AppFolio or similar property management accounting software is advantageous.

Requirements

• 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).
• Strong written and verbal communication skills; ability to coordinate with internal teams and external utility providers.
• Ability to identify anomalies, escalate appropriately and follow through to resolution.
• Ability to manage multiple properties/portfolios, daily tasks, reporting requirements and onboarding workflows concurrently.
• Comfortable working in a dynamic environment where policies and programs may change.
• 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.

Technical Requirements

• Internet speed minimum 30mbps: Needs to be Wired (Buy a dongle if no LAN port).
• i5 11th Gen or higher.
• Windows 11 / MacOS Catalina or higher.
• Minimum of 8 GB RAM.
• Private and quiet dedicated home office area (no roosters, dogs, children's noises in the background).
• Back-ups in case of power or internet provider interruptions.
• Good headset and webcam (preferably noise-canceling headset).

Benefits

• Competitive Salary: We offer a competitive salary that reflects the candidate’s experience, skills, and responsibilities.
• Remote Work: This role is 100% remote, allowing flexibility and eliminating daily commute.
• Paid Time Off: Standard leave entitlements (vacation, sick leave, vacation leave) for rest and well-being.
• HMO Coverage: Company-provided HMO plan, offering access to medical services via accredited hospitals and clinics under a Health Maintenance Organization.