Utilities Coordinator

Stef & Philips; Greater London; On-site; GBP 60,000 - 80,000; Full time

Job summary

A leading utility management company in Greater London is seeking a Utility Administrator to support portfolio management and utility accounts. The successful candidate will validate utility invoices, manage inquiries, and maintain supplier relationships. Strong attention to detail and administration skills are essential for this fast-paced role. Benefits include generous leave, private health insurance, and pension schemes after 2 years, with opportunities for professional growth.

Benefits

23 days leave plus bank holidays

Private health insurance

£500 referral scheme

Qualifications

• Strong administration, organisational, prioritisation, and numerical skills.
• Exceptional attention to detail and ability to manage a varied workload.
• Excellent interpersonal skills with effective communication abilities.

Responsibilities

• Support the Head of Utilities in managing properties and utility accounts.
• Validate utility invoices and raise queries with suppliers.
• Manage relationships with suppliers and ensure effective communication.

Skills

Strong administration

Organisational skills

Attention to detail

Interpersonal skills

Proficient in MS Office

Ability to work under pressure

Job description

The Role

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.

Main Duties & 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

Skills & Knowledge

• 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

Benefits

• 23 days leave, plus bank holidays
• Additional holiday days for long service – up to 28 days
• 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 yea
• 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