Business Coordinator - Hybrid

Job Summary

The Business Coordinator works for the System Office of Capital, Utilities, and Real Estate and Prairieland Energy, Inc. (PEI), a university-related organization that procures natural gas and electricity for the University of Illinois System. The position reports to the Associate Director of Capital, Utilities, and Real Estate (PEI Controller) and collaborates with PEI Assistant Controllers to manage accounts receivable, accounts payable, commercial retail, disbursement approvals, and other business operations.

Maintaining adequate cash balances and ensuring timely vendor payments is critical to uninterrupted utility services. The primary role is to prepare and post financial transactions and compile necessary data to perform reconciliations.

Sponsorship for work authorization is not available for this position.

• Manage all aspects of PEI's commercial customer operations: posting utility rates, contract management, billing and receivables, working with Urbana-Champaign Facility and Services staff on disconnections, establishing new meters, collecting delinquent accounts, bad debt write‑off, and customer relationship management.
• Prepare and post transactions and invoices into Quick Books.
• Weekly process all PEI paid invoices by assigning wire and ACH numbers that correspond with Quick Books and file invoices in the shared drive vendor folder.
• Work with the Controller and Assistant Controller to review PEI disbursement transactions; verify accuracy for approval and confirm appropriate accounting treatment.
• Coordinate with the Universities' Utility Directors and financial managers to ensure accurate utility invoices processed by PEI for the System’s usage, using complex spreadsheets to verify quantity and pricing.
• Interface with PEI customers, vendors, and university staff to respond to inquiries and resolve problems.
• Assist PEI Controller in managing cash balances and monitoring payments from the University to ensure proper funding is available for PEI to pay utility invoices.
• Communicate with external market advisors regarding reviews of the University's utility purchases and pricing to ensure vendor costs being charged to the System are accurate.
• Manage PEI's website content and maintain Quick Books accounting software, which holds the official financial records for PEI.
• Prepare and oversee monthly reconciliation of fuel procurement activity for all energy commodities.
• Serve as the organization's backup Unit Security Contact (USC), ensuring requests for system and software access are appropriate.
• Perform other assigned duties appropriate for a Business/Administrative Coordinator.

• Bachelor’s degree in business administration, management, or a related field.
• Two (2) years of professional business, financial, and/or managerial work experience. A master’s degree in a related area may substitute for one (1) year of experience.
• Additional education or experience in a relevant specialization may be required based on position needs.

• Prior accounting or business experience in an energy environment or with a utilities company.
• Prior experience with Quick Books.

• Experience with accounts payable, accounts receivable, general ledger, and financial compliance.
• Knowledge of spreadsheet applications, databases, and other analytical processing tools and software.
• Strong verbal and written communication skills.
• Strong interpersonal skills for working relationships.
• Ability to multi‑task and produce accurate, detail‑oriented work under deadlines.

This is a 100% full‑time Civil Service 5010 – Business/Administrative Associate position, appointed on a 12‑month basis. The expected start date is as soon as possible. The salary range is $55,000 – $60,000.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act.