Utilities & Recoveries Manager

Our client is seeking a highly analytical and detail-oriented Utilities & Recoveries Manager to oversee all aspects of our utilities portfolio management and tenant recovery processes. This strategic role requires a professional who can optimize utilities spend, maximize recoveries, and drive operational excellence across our commercial property portfolio.

Key Responsibilities

Utilities Data Analysis & Management

• Conduct comprehensive monthly analysis of utilities data to identify discrepancies, anomalies, and cost-saving opportunities through advanced data queries and evaluation techniques
• Manage and maintain utilities databases, ensuring data quality, completeness, and continuous improvement of database structures
• Perform reasonableness assessments on monthly utilities information, screening data and escalating issues for timely resolution
• Evaluate tenant billing data monthly, identifying exceptions and coordinating with property teams for investigation and resolution
• Identify and analyze trends and patterns across tenant, building, portfolio, and group levels on monthly, quarterly, and annual bases; communicate findings and recommendations to internal stakeholders
• Review metering information to identify patterns, anomalies, and opportunities to correct inaccurate meter readings
• Analyze and recommend optimal municipal supply and tenant meter tariff structures to ensure cost-effective energy supply and efficient recoveries

Stakeholder Engagement & Communication

• Prepare and present comprehensive utilities reports to Asset and Portfolio Managers, providing monthly updates on position, progress, and key findings
• Build and maintain collaborative relationships with internal stakeholders through proactive engagement, education, and transparent communication regarding challenges and progress
• Proactively identify utilities-related pressure points and develop strategic recommendations and solutions
• Manage tenant and property query logging system, ensuring accurate documentation, timely follow-up, and resolution of all cases within established deadlines

Service Provider Management

• Participate in utilities service provider contracting by defining requirements, ensuring contract alignment, and verifying capability to deliver per specifications
• Manage service provider performance against contractual obligations, validating deliverables for accuracy and completeness, and addressing issues within approved timelines
• Provide quarterly performance feedback to service providers, tracking improvements and fostering mutually beneficial partnerships
• Manage service provider contract terminations when necessary, including evidence collection, escalation of non-performance, and coordination with procurement policy requirements

Budget Management

• Develop comprehensive annual utilities budgets by analyzing municipal increases and their impact on properties and tenants across building, portfolio, and group levels
• Monitor monthly budget utilization, evaluating costs versus actuals and addressing anomalies in accordance with company policy

Recoveries & Profitability Optimization

• Ensure timely submission of all tenant schedules to meter reading company on the first working day of each month
• Resolve all MDA imported errors and ensure accurate adjustments for vacating and new tenants prior to batch posting
• Verify accuracy of last meter readings and manage import batch calculations
• Review and approve all MDA exception reports and metered recoveries two days prior to billing run
• Oversee all fixed and ad hoc lease-based tenant recoveries, including insurance, generator recoveries, and other charges, ensuring accurate calculation, loading, and efficient collection

Rates & Evaluations Review

• Prepare and present the company's annual position on municipal property rates, including valuation review and compliance with the Municipal Property Rates Act
• Monitor new and supplementary valuation rolls, identifying and addressing issues as they arise
• Engage with valuations supervisor, reviewing work quality, identifying anomalies, and contributing to valuation appeal arguments
• Communicate rates changes to all internal and external stakeholders by annual deadline

Utilities Systems Management

• Support development and implementation of utilities systems through input, direction, testing, and change management
• Maintain utilities systems by monitoring utilization, effectiveness, and data integrity, and providing recommendations for system amendments
• Conduct regular system audits to test data integrity, identify anomalies, and implement corrective actions

Policy & Compliance Management

• Manage implementation of utilities management procedures and policies across the organization, engaging with departments to identify and address inefficiencies
• Ensure full compliance with the businesses employee policy handbook

Qualifications & Requirements

Essential:

• Minimum 5 years of experience in Commercial Property Administration
• Advanced computer literacy with exceptional administrative capabilities
• Highly meticulous approach with strong attention to detail
• Proven ability to multitask effectively in a fast-paced environment

Preferred:

• Property-related tertiary qualification
• Experience with MDA system
• Advanced analytical and problem-solving skills
• Excellent written and verbal communication abilities
• Strong stakeholder management and relationship-building capabilities
• Strategic thinking with operational execution excellence
• Proficiency in data analysis and database management
• Strong project management and organizational skills
• Ability to work independently and deliver results under pressure

Key Competencies

• Advanced analytical and problem-solving skills
• Excellent written and verbal communication abilities
• Strong stakeholder management and relationship-building capabilities
• Strategic thinking with operational execution excellence
• Proficiency in data analysis and database management
• Strong project management and organizational skills
• Ability to work independently and deliver results under pressure

Note: The responsibilities outlined above represent the core functions of this position. The role may require additional duties as assigned to support business objectives and ensure operational excellence.