Utilities Liaison

SUMMARY:
The Utilities Liaison will be responsible for managing and overseeing the recovery of utility costs

POSITION INFO:

Note: This role is with Fieldspace, a Fedgroup Partner Company

The Utilities Liaison will be responsible for managing and overseeing the recovery of utility costs across properties managed by Fieldspace Property Managers (Pty) Ltd. This role involves working closely with the property managers, utility providers (both internal and external), as well as the internal property management and finance teams to ensure accurate billing and collection of utility charges in line with lease agreements. The ideal candidate will possess strong analytical, communication, and organizational skills to efficiently manage multiple utility accounts and resolve discrepancies in a timely manner.

Key Responsibilities:

• Utility Billing & Cost Recovery: Manage the process of recovering all utility costs (water, electricity, gas, etc.) from tenants according to the terms of their leases, ensuring accurate allocations of charges across properties.
• Account Management: Liaise with utility service providers to ensure accurate account setup, meter readings, and billing. Address any issues relating to incorrect charges or billing discrepancies, working with the service providers to resolve matters promptly.
• Data Analysis & Reporting: Analyse utility consumption data across multiple properties to track costs, identify trends, and report on utility recovery performance. Prepare monthly and quarterly reports on the status of utility recoveries, between external service providers and landlord as well as between landlord and tenants, for review by the Group Financial Manager.
• Collaboration with Property Managers: Work closely with the property management team to ensure that utility charges are allocated in accordance with the respective tenant's lease agreements and occupancy. Assist property management in responding to tenant utility billing enquiries or disputes.
• Compliance & Best Practices: Ensure compliance with relevant regulations and legislation regarding utility billing and recovery. Stay up to date with market trends and changes in utility pricing and legislation to optimize recovery processes.
• Tenant Invoicing: Review and analyse the monthly tenant utilities pre-billing file and liaise with internal service providers in respect of any questions or concerns related thereto.
• Budgeting & Forecasting: Assist in preparing the annual utility budgets for properties, forecasting utility costs based on historical data, and ensuring that recovery strategies align with the budgeted figures.
• Documentation & Record Keeping: Maintain accurate records of all utility-related transactions, including billing and correspondence with tenants and utility companies.
• Audit Support: Assist with internal and external audits related to utilities billing, ensuring proper documentation is available for review.

Key Skills & Qualifications:

• Experience: Minimum of 3 years of experience in utility management, property management, or a related field, preferably within a property management or finance environment.
• Knowledge: In-depth knowledge of utility billing processes, cost recovery, and lease agreements. Experience working with property management software and financial systems is an advantage.
• Attention to Detail: Strong attention to detail with the ability to identify billing errors, discrepancies, or inefficiencies in utility recovery.
• Communication Skills: Excellent verbal and written communication skills, with the ability to effectively interact with tenants, service providers, and internal teams.
• Analytical Skills: Strong analytical and problem-solving abilities to assess utility usage trends, reconcile accounts, and resolve discrepancies.
• Organisational Skills: Highly organized, with the ability to manage multiple accounts and priorities in a fast-paced environment.
• Software Proficiency: Proficient in Microsoft Office Suite (Excel, Word, Outlook) and experience with property management systems (e.g., MRI, etc.).
• Compliance Awareness: Familiarity with legal and regulatory requirements regarding utility billing and recovery, particularly in the context of South Africa.
• Team Player: Ability to work both independently and collaboratively within a cross-functional team environment.