The Admin Assistant will provide comprehensive administrative support to the Utilities Manager and the utilities team, ensuring the smooth day-to-day operation of utility management across construction sites, commercial, and residential properties. The role will involve managing utility data, processing invoices, coordinating with suppliers, and maintaining accurate records for energy, water & gas.
Key Responsibilities:
1. Utilities Administration
Assist with the management of all utility accounts (electricity, gas, water) across residential, commercial, and construction properties.
Maintain accurate records of all utility accounts, meter numbers, supply points, and tenancy allocations.
Monitor utility contracts, renewal dates, and rates to support cost efficiency.
Prepare and maintain spreadsheets and databases for utilities tracking and reporting.
Support the Utilities Manager in managing energy budgets, forecasts, and monthly reporting.
2. Invoice Management
Receive, check, and process utility invoices for payment.
Extract key data from utility bills (account numbers, invoice numbers, periods, consumption, total charges, VAT, etc.) and enter in to internal systems or Excel spreadsheets.
Ensure invoices are allocated to the correct property, department, or project.
Assist with reconciling invoices against Direct Debit schedules and payment records.
Flag discrepancies or anomalies to the Utilities Manager for review.
3. Meter and Consumption Tracking
Maintain up-to-date records of meter readings and consumption data for all properties.
Support Meter Read Validation processes to identify and report discrepancies.
Update internal databases or spreadsheets with monthly consumption and billing data.
Coordinate with property managers, contractors, and suppliers for meter readings or consumption queries.
4. Supplier and Stakeholder Communication
Serve as a first point of contact for utility suppliers regarding account queries, invoice clarifications, or service issues.
Coordinate with property managers, lettings teams, and construction site teams regarding utility-related matters.
Liaise with internal departments to ensure smooth billing and cost recovery processes.
5. Reporting and Compliance
Assist in the preparation of monthly and quarterly utility reports, highlighting consumption trends, anomalies, and costs.
Ensure compliance with regulatory requirements and internal auditing processes.
Support the Utilities Manager with data analysis for sustainability and cost-saving initiatives.
6. Ad Hoc Support
Provide general administrative support to the Utilities Manager and team, including filing, scanning, correspondence, and diary management.
Assist in projects related to utilities management, sustainability, or cost reduction initiatives.
Skills & Qualifications:
Proven administrative experience, preferably in a property, construction, or facilities management environment.
Strong Excel and data management skills (formulas, pivot tables, VLOOKUP, etc.).
Excellent attention to detail and accuracy.
Strong organisational and time-management skills; ability to prioritise workload effectively.
Good communication skills, both written and verbal.
Understanding of utility billing, meter readings, and energy terminology is a must.
Ability to work independently and as part of a team.
Desirable Attributes:
Experience in property management, utilities administration, or construction industry support.
Knowledge of energy efficiency or sustainability initiatives.
Proactive, solutions-focused, and able to flag potential issues early.
