Utilities Coordinator in Nutley

To work within the centralised Utilities Team providing administrative support and completion of key tasks. At Ashdown Phillips, we celebrate diversity, embracing individuals from all backgrounds and experiences. We are committed to fostering an inclusive and equitable workplace where everyone can thrive and be themselves. We believe that by bringing together unique perspectives, we create dynamic, forward-thinking teams.

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 outsource 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 re-charge spreadsheets. Seeking approval from Surveyors and liaise with Client Accountants to raise charges.
• Invoices – process utility supplier invoices on payment systems. Monitor payments and 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 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

• Excellent in managing and inputting data.
• Accurate and detailed approach.
• Friendly and helpful with good customer care skills.
• Enthusiastic and passionate.
• 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.

Competitive Package

• Growth and Development: We offer extensive opportunities and support for personal and professional development including sponsorship for professional qualifications.
• Financial: Employer Pension contribution 3%, life assurance at 2 x basic salary, group income protection (long term disability insurance), interest free season ticket loan, bonus scheme, financial and mortgage advice through AP rewards.
• Health & Leisure: 23 days annual leave (increasing to 25 after 2 years’ service) + public holidays and 3 additional wellbeing days, wellbeing support, mental health support, 2 volunteering days per year, cycle to work scheme, eye care voucher, AP Rewards offering 100’s of discounts for everyday needs. Employee Assistance Programme, Help@Hand, a collaborative company culture and social events.

As a Disability Confident Employer, we are committed to making reasonable adjustments to the recruitment process and all disabled candidates (as defined by the Equality Act 2010) who satisfy the minimum criteria for the role will be guaranteed an interview. If this is required, please contact us. Applications from candidates irrespective of their background, gender, race, sexual orientation, religion or age are welcomed, providing the required criteria is met.