Accounts Payable – Utilities

4 weeks ago

Hyderabad, Telangana, India AVIVYS CONSULTING SERVICES Full time
Requirements

Our mandatory requirements are as mentioned below : 

Invoice Processing & Accounts Payable (AP) Management

·         Review and "commit" (1100+) utility invoices / month invoices for payment.

·         Audit invoices for accuracy, ensuring charges match utility contracts, usage data, and terms.

·         Ensure all utility (electric, gas, water, & sewer) invoices are coded to the appropriate properties and are accurately posted correctly in Yardi.

·         Address discrepancies between invoices and contract terms, work with utility suppliers, and internal stakeholders to resolve issues promptly.

·         Act as a liaison to process utility-related payments, ensuring timely processing of checks, ACH payments, and other payment methods as required.

·         Monitor utility payment schedules to avoid late fees or penalties and ensure early payment discounts are maximized. 

Utility Activations, Deactivations, & Transfers:

·         Manage utility activations, deactivations, and transfers for tenants and retail stores across the organization's real estate portfolio.

·         Work closely with property managers, leasing teams, and utility providers to activate services when tenants move in or out, ensuring utilities are activated promptly and properly transferred when necessary.

·         Coordinate with utility providers to initiate or terminate services in alignment with lease agreements, ensuring tenants' utility accounts are managed accurately.

·         Maintain a detailed record of all activations, deactivations, and transfers, including meter numbers, service dates, and account information.

·         Provide support to tenants and property managers by facilitating utility service transfers or terminations when necessary and resolving any service disruptions.

·         Recover deposits from utilities for deactivated and transferred accounts. 

Meter Management & New Meter Additions:

·         Add new meters to utility accounts for newly built or renovated properties, including both common areas and tenant spaces.

·         Work with utility providers and contractors to ensure proper installation of meters for new developments or tenant installations.

·         Track and maintain accurate records of meter installations, including meter identification numbers, installation dates, and corresponding utility accounts.

·         Coordinate with contractors or facilities teams to ensure new meters are correctly programmed and activated to reflect usage. 

Metering Issues & Problem Resolution:

·         Address and resolve metering issues such as incorrect readings, malfunctioning meters, or discrepancies in utility consumption.

·         Work with utility providers to investigate and resolve problems related to inaccurate meter readings, service interruptions, or incorrect billing.

·         Collaborate with facilities or maintenance teams to address issues related to faulty meters or discrepancies in energy consumption data.

·         Perform detailed audits of utility consumption patterns, identifying unusual usage trends and investigating the causes of discrepancies.

·         Escalate any unresolved metering issues to management and/or utility providers and track the resolution process until the issue is resolved. 

Invoice Accuracy & Verification:

·         Conduct a thorough review of all utility invoices to ensure accuracy in usage, rates, and other charges.

·         Cross-reference invoices with meter readings, contract terms, and historical usage data to verify accuracy.

·         Investigate any significant variances between actual usage and billed amounts, following up with utility providers to request clarification or adjustments.

·         Ensure all invoices comply with applicable environmental or regulatory standards, ensuring that taxes, sustainability charges, and other fees are correctly applied. 

Utility Spend Management & Reporting:

·         Monitor and manage utilities spend for the organization's real estate portfolio, ensuring costs are within budget and expenses are accurately tracked.

·         Work with the finance team to develop reports that provide insight into utility usage, costs, and trends across various properties and regions.

·         Provide regular reports to senior management, highlighting any cost savings or anomalies in utilities spend and providing actionable recommendations.

·         Review and analyze utilities spend to identify opportunities for cost optimization, such as potential consolidation of accounts, renegotiation of contracts, or energy-saving initiatives.

·         Ensure the tracking of utility expenses aligns with budget forecasts, working closely with the finance team to ensure accurate financial reporting. 

Supplier Management & Communication:

·         Liaise with utility providers to ensure smooth communication regarding billing issues, account changes, and service requests.

·         Work closely with suppliers to ensure timely resolution of payment discrepancies, credits, and billing errors.

·         Assist utility suppliers with any required documentation or information related to billing, payments, or account updates.

·         Act as a point of contact for utility-related inquiries from property management teams, tenants, or other internal departments. 

Record-Keeping & Documentation:

·         Maintain accurate and up-to-date records of all utility accounts, invoices, contracts, meter readings, and service requests.

·         Ensure all records are readily accessible for audit purposes and maintain compliance with organizational policies and industry regulations.

·         Ensure utility-related data is accurately entered into the system and properly filed for easy retrieval during internal audits or external reviews. 

Compliance & Internal Controls:

·         Ensure that all utility invoices, transactions, and processes comply with company policies, accounting standards, and regulatory requirements.

·         Follow established procedures for approval workflows, payment processing, and supplier communications to maintain strict internal controls.

·         Assist in ensuring that the organization complies with any applicable environmental or energy consumption regulations.


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