Accountant - Utilities Specialist

Job Summary: 

The Accounting Assistant supports utility coordination, invoice handling, and tenant payment activities within the Accounting Department. This role monitors utility usage and works directly with utility providers to resolve discrepancies, and maintains accurate records related to utility billing and service activity. The position assists with daily deposit processing and supports other accounting functions during peak periods. Success in this role requires strong attention to detail, effective communication, and adherence to established accounting procedures and schedules. This position exists in a temperature-controlled environment. 

Essential/Key Functions: 

• Generate and distribute the daily deposit report to support accurate cash receipt tracking.
• Batch tenant check payments for processing and ensure accurate tracking in coordination with daily deposit activities.
• Retrieve, print, and process vendor and utility invoices received by mail or through designated accounts payable folders.
• Review email communications from Property Management, Maintenance, Construction, and related systems to coordinate utility-related tasks such as temporary service setup, service cancellations, usage issues, or utility access for project work.
• Maintain and update utility tracking spreadsheets; follow up directly with utility providers to request missing or delayed invoices.
• Review utility invoice entries submitted by Bhoomi for accuracy and follow up directly with utility providers to resolve any discrepancies.
• Support the entry and review of shared utility allocations to ensure accuracy and proper documentation.
• Post payments for specific utilities such as EP Electric.
• Contact tenants regarding outstanding checks and assist with monitoring the outstanding check list for escheatment.
• Send invoices to utility providers (e.g., Hocutt, American Water) and request meter readings for applicable properties.
• Track capital call payments when active and assist with setting up or starting utility services for new or temporary properties.
• Supporting Functions (Performed During Peak Periods or as Backup)
• Process tenant credit card payments and apply PayTrace fee adjustments during peak rent periods to support Accounts Receivable operations.
• Provide backup support to the Accounting Specialist – AR and Accounting Specialist – AP when either role is temporarily unavailable.
• Perform in a manner that will prevent errors and omissions.
• Comply with MIMCO policies and procedures.
• Physical presence on the job is essential and necessary.
• Other duties as assigned by management

Minimum (Required) Qualifications:

Education

High school diploma or equivalent required; associate’s degree in Accounting, Finance, Business Administration, or related field preferred.

Experience

1-2 years of experience in an accounting support role or related administrative position, preferably within real estate, property management, or commercial services industries.

Knowledge, Skills and Abilities

· Proficiency in Yardi or similar property management/accounting software.

· Basic Microsoft Excel skills, including data entry and simple formulas.

· Strong attention to detail and accuracy in data entry and recordkeeping.

· Effective communication skills to coordinate with utility providers, internal departments, and tenants.

· Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines reliably.

· Familiarity with accounts payable, accounts receivable, and general accounting principles preferred.

· Ability to follow established procedures and escalate issues when necessary.

Disclaimer:
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Physical, Mental and Environmental Requirements:

C=Constantly                                 F=Frequently                                   O=Occasionally                                          R=Rarely

(5-8   hrs./shift)                         (2-5   hrs./shift)                                   (Up to 2 hrs./shift)         (Does not   exist as regular part of job)

Physical                                                                        Mental                                                                  Environmental

On the job the employee must:               On the job the employee must be able to:                    On the job the employee:

(O) Bend (F) Sit                                              (F) Read/comprehend                                                   (R) Is exposed to excessive noise

(R) Squat (F) Stand                                                          (F) Write                                                            (R) Is around moving machinery

(R) Crawl (F) Walk                                                  (F) Perform calculations                                    (R) Is exposed to marked changes in   

                                                                                                                                                                    temperature and/or humidity

(R) Climb (R) Push/Pull                                              (F) Communicate orally                  (R) Is exposed to dust, fumes, and/or gases

(R) Kneel                                                                    (F) Reason and analyze                                    (R) Drives motorized equipment

(F) Handle objects (manual dexterity)     (F) Vision (requires close focus, distance focus, 

                                                                       peripheral vision, color vision, 

                                                                       depth perception and focus adjustment)                  (R) Works in confined quarters

(O) Reach above shoulder level                                                                                                        (R) Is around moving overhead cranes

(F) Use fine finger movements

( ) Other _________________

Must carry/lift loads of:

(O) Light (up to 25lbs.)

(R) Moderate (25-50lbs.)

(R) Heavy (over 50lbs.)

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The ADA defines “reasonable accommodation” as a change or adjustment to a job or work environment that allows a qualified individual with a disability to satisfactorily perform the essential functions of a particular job and does not cause an undue hardship for the employer. Examples of reasonable accommodation may include:

• Additional modifying equipment or devices.
• Modified work schedules.
• Providing an interpreter (sign language); or
• Making the work environment readily accessible to individuals with disabilities.