Utilities Coordinator

Position:
Utilities Coordinator

Job Type: Full-Time, Remote

Working Hours:

US Hours (9am-5pm EST)

We are seeking a detail-oriented and highly organized Utilities Coordinator to manage and track utility data across a large portfolio of properties. This role is primarily focused on accurate data entry, account management, and resolving discrepancies related to utility invoices.

The ideal candidate is comfortable working with high volumes of data, communicating with multiple stakeholders, and following structured processes. Over time, this role will evolve alongside internal systems, offering opportunities to become more proactive and process-driven.

• Accurately enter utility invoice data into spreadsheets and internal systems
• Review invoices for accuracy and identify discrepancies in billing, usage, or rates
• Investigate and resolve discrepancies by:
  • Contacting utility providers
  • Coordinating with brokers
  • Communicating with on-site personnel (e.g., maintenance teams) to verify meter readings or account details
• Open and close utility accounts as needed across multiple properties
• Maintain organized and up-to-date records for all utility accounts and invoices
• Communicate clearly and professionally via email and phone with internal and external stakeholders
• Coordinate vendor site visits for utility or energy-related projects
• Provide occasional administrative and executive support as needed

• Some experience in property management, utility management, or working with a utility provider (e.g., customer service role)
• Strong attention to detail and commitment to accuracy
• Ability to manage repetitive, data-heavy tasks for extended periods
• Excellent written and verbal communication skills
• Comfortable interacting with vendors, utilities, and internal teams
• Highly organized with the ability to track and manage many accounts simultaneously
• Proficient in:
  • Microsoft Excel
  • Microsoft Outlook
  • Zoho (or similar systems)
• Willingness to follow established processes, with the ability to become more proactive over time

• A portfolio of ~1,000 utility accounts across ~150 properties
• High-volume data entry and invoice tracking
• Ongoing communication with utilities, vendors, and property personnel

• Extremely detail-oriented and reliable
• Persistent and comfortable following up to get answers
• Able to balance structure with adaptability
• Comfortable with routine tasks while maintaining accuracy
• Initially process-driven, with the potential to take initiative and improve workflows over time