Leaf Living OpCo Ltd
Utilities and Council Tax Coordinator
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Utilities and Council Tax Coordinator
The Utilities and Council Tax Coordinator is responsible for the accurate and timely administration of council tax and utilities across Leaf Living's property portfolio, with particular responsibility for void periods, property handovers and tenancy changes. The role ensures liabilities are correctly assigned, invoices are validated and processed promptly, records remain audit-ready, and billing errors and outstanding credits are identified and resolved. Working closely with our internal Property Operations, Finance and Mobilisation teams and externally local authorities and service providers, the postholder will provide clear reporting and support efficient portfolio growth.
Essential Experience and Capabilities
- Relevant experience in utilities, council tax, property administration or finance administration, preferably within residential housing.
- A sound understanding of council tax and utility billing processes, liability dates and account changes.
- Strong numerical accuracy, invoice validation, reconciliation and record-keeping skills.
- Confident use of Microsoft Excel, including filters, lookups and data reconciliation, together with competence in Word and Outlook.
- Experience managing a high-volume workload, prioritising competing deadlines and progressing cases through to resolution.
- Clear and professional written and verbal communication with residents, suppliers, local authorities and colleagues.
- Demonstrates ownership, resilience and sound judgement when resolving complex billing or account issues.
- Able to work independently, collaborate effectively across teams and learn new systems and processes quickly.
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Desirable Experience
- Experience within private rented housing, build-to-rent or single-family housing.
- Experience using a property management or finance platform, such as Yardi.
- Knowledge of void management, service charges and property mobilisations.
- Experience working with multiple local authorities, utility providers or managing agents.
Responsibilities
- Manage council tax, gas, electricity, heat, and water accounts from property handover or tenancy end through to the start of the next tenancy.
- Open, update and close accounts with local authorities and utility providers within agreed service levels.
- Obtain, record and retain accurate meter readings and supporting evidence at handover, tenant check-outs and move-ins.
- Validate billing periods, liability dates, tariffs, meter details and property information before invoices are submitted for payment.
- Investigate and resolve duplicate, estimated, incorrect or out-of-period charges, escalating material issues where appropriate.
- Track invoices, payments, supplier statements, aged balances, refunds, credit balances and overpayments through to resolution.
- Maintain complete, accurate and audit-ready records of account changes, invoices, payments, correspondence and supporting evidence.
- Support portfolio acquisitions, disposals, new-home mobilisations and other property transitions by coordinating account set-up and liability changes.
- Build effective working relationships with residents, local authorities, utility providers, contractors and internal stakeholders.
- Produce regular management information on void costs, unpaid or disputed invoices, unresolved cases, credits, trends and financial exposure.
- Identify recurring billing issues, control weaknesses and opportunities to reduce avoidable cost, recommending and constantly supporting process improvements.
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