Utilities AP/AR Coordinator

Weston; Warrensville Heights (OH); On-site; USD 28,000 - 39,000; Full time

Job summary

Weston is seeking an Utilities AP/AR Coordinator to support daily financial operations focused on utility billing, invoice processing, and maintaining accurate records. You will work with vendors, tenants, and internal teams to ensure timely billing and payment accuracy.

This role involves data entry, document management, and maintaining billing spreadsheets, with emphasis on attention to detail and proactive problem-solving in a fast-paced environment.

Qualifications

• Associate's degree required.
• Bachelor's degree in accounting, finance, business administration or related field preferred.

Responsibilities

• Calculate and bill all utility charges back to tenants in a timely manner.
• Maintain spreadsheet of utility account numbers and meter numbers.
• Maintain utility billing spreadsheets and ensure accuracy in readings and charges.
• Identify and assist in resolving utility bleeds.
• Resolve payment disputes and issues with utility vendors.
• Ensure all utility invoices are processed on a timely basis, including data entry import and payments made by Avid Utility.
• Review missing bills and late payments made by Avid Utility.
• Maintain online accounts with utility vendors to ensure timely retrieval of needed invoices/statements.
• Assist with distribution of monthly statements for utilities to tenants via e-mail, mail and fax by providing PDF and paper copies.
• Scan documents to Accounting shared drive and SharePoint for utilities.
• Maintain accurate and current processes & procedures for all duties/functions.
• Asist with tenant move-out checklists and ensure all related items are properly completed.

Skills

Communication

Decision making

Proactive mindset

Work under pressure

Attention to detail

Data entry

Financial literacy

Active listening

Education

Associate degree

Bachelor’s degree preferred

Tools

MRI

Avid Exchange

Job description

REPORTS TO: Director of Property Accounting

STATUS: Full-Time, Hourly, Non-Exempt

About the Role

The Utilities AP/AR Coordinator supports Weston's daily financial operations by handling both Accounts Receivable and Accounts Payable tasks. This role focuses heavily on utility billing, invoice processing, and maintaining accurate financial records. This role works closely with vendors, tenants, and internal teams to ensure timely billing, payment accuracy, and proper documentation.

What You Will Do

• Calculate and bill all utility charges back to tenants in a timely manner.
• Maintain spreadsheet of utility account numbers and meter numbers.
• Maintain utility billing spreadsheets and ensure accuracy in readings and charges.
• Identify and assist in resolving utility bleeds.
• Resolve payment disputes and issues with utility vendors.
• Ensure all utility invoices are processed on a timely basis, including data entry import and payments made by Avid Utility.
• Review missing bills and late payments made by Avid Utility.
• Maintain online accounts with utility vendors to ensure timely retrieval of needed invoices/statements.
• Assist with distribution of monthly statements for utilities to tenants via e-mail, mail and fax by providing PDF and paper copies.
• Scan documents to Accounting shared drive and SharePoint for utilities.
• Maintain accurate and current processes & procedures for all duties/functions.
• Asist with tenant move-out checklists and ensure all related items are properly completed.

Skills

• Strong verbal and written communication skills with the ability to convey information clearly and professionally.
• Demonstrated ability to make sound decisions quickly and accurately when evaluating multiple courses of action.
• Proactive and self-motivated, with a track record of taking initiative and anticipating needs before issues arise.
• Composed and objective under pressure, maintaining professionalism in fast-paced or high-stress situations.
• Ability to synthesize and interpret complex information and data from various sources to inform decisions.
• Active listener with the ability to understand and address the concerns of colleagues, vendors, and internal stakeholders.
• Comfortable working with financial data, including performing and verifying calculations and basic accounting functions.
• Excellent attention to detail and strong data entry skills.

Education and Experience

• Associate's degree required. Bachelor's degree in accounting, Finance, Business Administration or related field preferred.
• 2-3 years of previous experience with Accounts Receivable or Accounts Payable.
• Previous experience working with utilities preferred.
• Strong computer skills, especially with Microsoft Office Suite.
• Previous experience with MRI and Avid Exchange is preferred.
• Experience in commercial real estate preferred

Physical Demands and Work Environment

• This position operates primarily in a typical office environment; the employee is regularly required to communicate clearly, remain stationary at a computer for long periods of time, use fingers and hands to operate a computer, and occasionally lift up to (15) pounds.
• This is a full-time position and workdays are Monday through Friday. This position may require occasional overtime work as business needs demand.