Utility Reconciliation Analyst

Job Summary

Position Summary The role is responsible for the accurate and timely processing of utility invoices, resolution of billing discrepancies, and management of dispute lifecycles to support client operations. This position requires strong attention to detail, ownership of issue resolution, and the ability to manage time-sensitive workflows in a high-volume environment.

Key Responsibilities:

• Essential Functions Invoice Processing & Workflow Management

• Process utility invoices within the Cost Management system (BillTrak), ensuring accuracy and alignment with client requirements

• Monitor and manage multiple workflow states, including Priority Process, Balance Forward Review, and Credit Balance workflows

• Complete invoice processing within the same business day to mitigate risk of service disruption

• Review supplier portal balances and identify discrepancies requiring follow-up Issue Resolution & Discrepancy Management

• Investigate and resolve invoice discrepancies, billing errors, and account variances •

• Coordinate with external suppliers and internal stakeholders to obtain necessary information and drive resolution

• Utilize appropriate communication methods, including written and verbal communication, to ensure timely and accurate issue resolution Dispute Lifecycle Management

• Initiate, manage, and reconcile utility disputes and re-bills

• Maintain ownership of disputes through resolution, with a target resolution timeframe of 90 days

• Track and document daily status updates within the company’s dispute management system, ensuring clear, accurate, and concise notes Communication & Coordination

• Communicate effectively with internal teams and external partners to support invoice processing and dispute resolution

• Engage in both asynchronous and real-time communication methods, as needed, to meet service-level expectations and business timelines

• Respond to and initiate outreach to ensure timely follow-up on outstanding items Systems & Documentation Management

• Maintain accurate and up-to-date records across workflow and dispute tracking systems • Ensure all actions, updates, and resolutions are properly documented in accordance with internal standards
  Additional Responsibilities

• Perform special projects and reporting/analysis as assigned

• Provide support across Managed Services clients as business needs arise

• Serve as backup support for team members on invoice processing and related workflows Work Environment & Performance Expectations

• Manage multiple time-sensitive tasks in a deadline-driven environment

• Adapt to shifting priorities, client needs, and workload fluctuations

• Take independent action and demonstrate accountability for resolving issues end-to-end

• Regularly interact with external suppliers and internal stakeholders, which may require both written and real-time communication to meet business needs

Required Skills & Competencies

· Bachelor’s degree or equivalent experience preferred

· Strong attention to detail and organizational skills

· Effective communication (both written and real-time) and strong collaboration skills

· Self-motivated with the ability to work independently and within a team

· Proficiency in Microsoft Excel and general computer applications. Advanced Excel preferred.

· Ability to manage and resolving issues end-to-end which will require strong problem solving skills.

Experience with data entry (high volumes), auditing, or utility billing & account structures is a plus.