Utilities Coordinator

Stef & Philips Ltd; City of Westminster; On-site; GBP 60,000 - 80,000; Full time

Job summary

A property management company seeks a candidate in City of Westminster to manage utility accounts for a portfolio of properties, ensuring accurate billing and coordination with tenants and suppliers. The role requires strong organizational skills, attention to detail, and the ability to communicate effectively across departments. Employees enjoy generous holiday allowances and a supportive company culture focused on the wellbeing of vulnerable people in the UK.

Benefits

23 days leave plus bank holidays

Private health insurance

Birthday off

Maternity/Paternity Pay

Company payday lunch

Qualifications

• Exceptional attention to detail and enjoy a varied workload.
• Ability to work effectively both independently and collaboratively.
• Strong team ethic with proven capability in all levels.

Responsibilities

• Validate utility invoices for accuracy and liability.
• Manage landlord submeters and apply government grants.
• Provide timely written and verbal communications.

Skills

Strong administration skills

Organisational skills

Attention to detail

Interpersonal skills

Ability to work in a high-pressure environment

Proficient in MS Office

Tools

Utility database systems

Job description

The successful candidate will support the Head of Utilities with setting up and managing all properties within the portfolio and their utility accounts. They will manage all bills, ensuring they are accurate and in line with company policy, and stand as a point of contact for our tenants, clients and suppliers. They will work closely with a variety of departments, including housing, maintenance and allocations, to ensure operational excellence within the department, and liaise with accounts to ensure financial accuracy.

Responsibilities

• Validate utility invoices, ensuring correct liability and accurate invoicing
• Raise queries with suppliers regarding invoicing, supply issues etc., where necessary, and progress through to a satisfactory conclusion
• Set up utility accounts for all new properties
• Inform suppliers of liability changes and void periods
• Effectively manage, respond to and resolve queries from residents and clients
• Build and maintain strong working relationships with suppliers
• Check and sign off all bills, keeping in line with current contracts and price caps
• Work closely with the accounts department to ensure accurate and precise record keeping
• Provide timely and high quality written and verbal communications to residents, clients and the finance team
• Ensure the whole portfolio has a constant supply of gas and electric, liaising with suppliers to book in emergency and planned appointments as necessary
• Inform management of any gas leaks or capped meters and rectify where necessary
• Monitor all utility accounts that are pre-payment meters and ensure a consistent level of credit is maintained
• Manage all landlord submeters (>900), applying government grants and providing support where necessary, ensuring all tenants have the means and knowledge to top up
• Communicate with suppliers on behalf of tenants where necessary
• Collect and provide meter reads to suppliers to ensure accurate billing
• Undertake database analysis and research to produce reports as required
• Reconcile the company credit cards, providing receipts for all top ups and payments made within the department
• Keep up to date with energy market trends to continually develop knowledge
• Ensure all databases and management software systems are updated promptly and to an excellent standard
• Comply with S&P policies and carry out any duties that may be reasonably required considering the main purpose of the post

Qualifications and Skills

• Strong administration, organisational, prioritisation, and numerical skills
• Exceptional attention to detail and enjoy a varied workload
• Excellent interpersonal skills, with the ability to communicate effectively and maintain appropriate professional boundaries
• Ability to work effectively in a high-pressured environment
• Proficient in the use of MS Office including Outlook, Word
• Strong team ethic, with the proven ability to work effectively and collaboratively within a team or independently at all levels
• Working on own initiative without close supervision
• Working flexibly in responding to the varying demands of the role to achieve agreed outcomes
• Experience in utility database systems desired

Choosing to work at Stef & Philips is about more than just having a job. All members of our team share the same goal: to help improve the lives of vulnerable people around the UK, by delivering safe, suitable homes and vital services for the homeless, backed by investors who care. This people‑centred ethos is reflected in our company culture; we prioritise wellbeing, inclusion, and opportunity for all.

Benefits

• 23 days leave, plus bank holidays
• Additional holiday days for long service - up to 30 days
• Christmas Eve and New Years Eve off
• Celebration of tenure
• 3 years £500
• 5 years £1000
• 10 years £5000
• Private health insurance with Vitality
• Birthday off
• One well-being day off per year
• Maternity/Paternity Pay
• Pension schemes increase - after 2 years.
• £500 referral scheme for staff who refer a new employee, paid upon passing probation.
• Company payday lunch
• Daily fresh fruit