The PRS & Utilities Administrator is responsible for the day-to-day administration of a residential property portfolio, with a primary focus on utilities and heat network billing across multiple developments.
The role combines tenancy administration, council tax coordination, and full-cycle utility billing. You will take ownership of in-house billing across 7 heat network sites, ensuring accuracy, compliance, and timely revenue collection.
This is a detail-driven, process-led role requiring strong organisation, accuracy, and the ability to manage multiple workstreams simultaneously.
Key Responsibilities
1. Utilities & Heat Network Billing (Core Function)
* Take ownership of billing across 7 heat network developments
* Manage the full billing cycle: data input, bill generation, validation, and distribution
* Operate in-house billing software daily, ensuring all tenant and tenancy data is accurate
* Input and maintain tenant move-in and move-out dates to ensure correct billing
* Ensure all tenants sign heat network agreements prior to billing activation
* Monitor direct debits, incoming payments, and track arrears
* Investigate and resolve billing discrepancies and tenant queries
* Reconcile utility accounts and flag inconsistencies
2. Compliance & Regulatory Reporting
* Produce and maintain billing and consumption reports
* Submit required reports to Ofgem in line with heat network regulations
* Ensure all billing processes remain compliant with current legislation and internal policies
* Maintain clear audit trails across all billing and tenant records
3. Utilities Coordination
* Liaise with utility providers such as Evinox and Welcome Energy
* Manage account updates, billing changes, and supplier queries
* Monitor utility performance and escalate issues where required
* Track void periods and ensure utilities are correctly managed during vacancy
4. Reporting & General Administration
* Maintain internal trackers for utilities, compliance, lettings, and arrears
* Produce monthly reports for management review
* Handle general property-related correspondence and administrative queries
* Provide administrative support to the wider property and operations team
Skills & Experience
* Experience in PRS, property management, lettings, or utilities/billing roles preferred
* Strong attention to detail and high level of accuracy
* Experience using property management or billing systems
* Understanding of utility billing or heat networks (preferred but not essential)
* Confident communicator with tenants, councils, and service providers
* Highly organised, proactive, and able to manage deadlines and multiple priorities