Utility Billing Specialist

Job description

Havenpark Communities was founded on the mission of creating caring communities for both our residents and employees. Havenpark has a portfolio of 100+ communities and more than 30,000 homesites across the U.S. We are experiencing intentional, rapid growth by continuously acquiring communities. At Havenpark Communities, our mission is to make caring communities attainable for responsible residents across America. We acquire, improve, and operate manufactured home communities. You may be asking yourself - what makes us different? It is our culture. Our unique culture is fun, rewarding, and inclusive of all. Our five core values guide our everyday behavior: Respect, Grit, Collaboration, Stewardship, and Boldness. Every utility dollar a community pays should come back through resident billing — and right now, some of it doesn't. Closing that gap, across a multi-state manufactured home community portfolio, is this role. As our Utility Billing Specialist, you'll own utility cost recovery end-to-end: reconciling provider bills against GL data, reviewing leases and state statutes to confirm what's billable, and chasing down every dollar of unrecovered expense. You'll also oversee submeter installations, keep the portfolio compliant with state notice requirements, and support monthly P&L and budget reviews. It's a role for someone who's genuinely comfortable in Excel, doesn't flinch at a large GL export, and gets real satisfaction from closing a recovery gap. **What You'll Do** ### Utility Recapture - Reconcile utility expense against recovered income across water, sewer, stormwater, trash, cable, electric, and gas for every community in the portfolio - Build recapture miss reviews ahead of monthly P&L calls, quantifying the dollar gap between expense and recovery on each billable line - Identify communities carrying utility expense with no billback in place, and turn that list into a prioritized billback opportunity pipeline - Own recapture targets: 90% on utilities, 100% on trash — measured as recovered income divided by expense, scoped to recapturable community utilities - Investigate and resolve shortfalls: rate setup errors, missing charges, read-date mismatches, and other recovery gaps - Coordinate rate table setup and billing activation with the third-party billing platform, including rate pushes and high/low usage exception review - Produce executive-ready utility summaries ### Meter Installation - Support the submetering installation pipeline portfolio-wide - tracking properties, site counts, and meter counts from contract through activation - Coordinate with metering vendors and site teams on scheduling, permitting, and inspection requirements; flag issues before they stall an install - Confirm meters are reading correctly post-install - Tie completed installs to rate notices and billing activation, so recovery starts on the correct effective date ### Compliance & Regulatory - Maintain the utility rate notice compliance tracker across all states and communities, ensuring resident notices meet each state's advance notice and format requirements - Serve as the first point of research on state-specific pass-through rules, keeping the multi-state regulatory reference guide current - Keep legal and non-renewal intake documentation accurate where it intersects with utility billing ### P&L Review & Budgeting - Review monthly utility line items on the P&L, catching over-accruals, mispostings, and timing issues by tying booked amounts back to provider invoices - Support the annual utility expense budget cycle, including trend analysis and per-community assumptions - Produce utility roll-ups and call prep materials for P&L reviews ### What You Bring - **Experience**: 2+ years in utility billing or revenue management - **Skills**: Strong Excel skills - pivot tables, lookups, and comfort working with large GL exports; high attention to detail and the discipline to manage recurring monthly deadlines across many communities - **Domain knowledge**: Working knowledge of utility recapture or resident utility billing (RUBS, submetered, or direct-metered); ability to read provider invoices, leases, and billing setups and reconcile them against financial data - **Communication**: Works cleanly across site operations, accounting, legal, outside vendors, and can explain a recovery gap to both a property manager and a finance lead **Nice to Have** - Experience with submetering programs and meter installation coordination - Familiarity with multi-state utility regulation and rate-notice requirements - Exposure to a resident billing platform and property management or accounting systems - Understanding of P&L structure and utility budgeting