Job Purpose
To work within the centralised Utilities Team, providing administrative support and completion of key tasks.
Scope
Calculating and issuing tenant utility recharges. The role will develop as the new Team expands its operating scope. Full training will be provided.
Key Objectives
- Prepare monthly recharges to occupier customers.
- Provide administrative support to the team.
- Work closely with the outsourced provider.
- High levels of communication with key stakeholders involved in the management of utilities.
- Participate in developing processes and procedures.
Initial Key Accountabilities
- Recharges – obtain key information and prepare monthly recharge spreadsheets. Seeking approval from Surveyors and liaising with Client Accountants to raise charges.
- Invoices – process utility supplier invoices on payment systems. Monitor payments, review debt reports, and liaise with suppliers.
- Queries – monitoring and answering any queries from colleagues and customers.
- Reporting – providing progress reports to management.
Future Key Accountabilities
- Relationship with outsource providers – To have a direct contact with our Utility Consultants and Service Providers to follow up on information to be provided and ensure timely reporting.
- Change Of Tenancies (COT’s) – Liaise directly with FM’s and Surveyors to obtain information pertinent to Change of Tenancies. Maintain a database of this information and keep it up to date.
- Letters of Authority –Keep copies of all LOAs issued with a log of their expiry, proactively seeking new ones well before the expiry date.
- Invoice Validation– Support the team in the validation of utility invoices.
- Reporting – Work with the wider team to provide reports to FM and Surveyors, giving key information regarding consumption and value so that they can keep track of their budgets and operational management.
- Key Information – Collating and managing information about properties, meter readings, contracts, changes in occupation, sales, and purchases.
- Data Collection – Liaise with third-party providers to obtain information for the operational management and re-charge of utilities.
- Data Communication – Work with the team in developing reports to all customer groups, including occupiers, clients, surveyors, and FMs.
Personal Specification
These are the minimum key areas of knowledge, skills, and experience.
- Excellent in managing and inputting data.
- Accurate and detailed approach.
- Friendly and helpful with good customer care skills.
- Enthusiastic and passionate.
- Intermediate Excel standard.
- Self-motivated with a can-do attitude.
- Willingness to adopt a flexible approach to working patterns and tasks.
- Ability to work well within a team.
