Property Utility Specialist

About Extenteam

Extenteam is the AI-driven operations platform for short-term rental property management, headquartered in Miami and founded in 2021. Our platform, Shared Services, handles guest communication and daily operational workflows for 80,000+ properties by pairing an AI orchestration layer with a shared-services team of hospitality-trained specialists, so no guest inquiry goes unanswered, day or night, and no property manager has to staff for the 2am cancellation themselves.

We're industry-only: every workflow, integration, and agent we hire is built around property management specifically, not bolted on from a generalist platform. As we push more of that platform toward AI-led automation and self-serve tools, the software our own Shared Services team works in every day has to keep pace, that's this role.

Our Leadership Philosophy

Our company embraces a management style inspired by the ideals of "founder mode," as championed by Airbnb’s Brian Chesky. This means a hands-on, visionary approach to leadership, with a relentless focus on innovation, product excellence, and customer-centric decision-making. We encourage proactive problem-solving, direct involvement in key initiatives, and a collaborative, high-performance culture.

To learn more about the "founder mode" philosophy and how it shapes our operations, you can explore this link . Understanding this mindset will provide valuable context for how we operate and what we value in our team members.

What This Role Is About:

The Property Utility Specialist is responsible for the end-to-end management of utility billing, onboarding, and invoice processing for one of our clients. This role ensures utilities are properly onboarded, bills are processed accurately, autopay/e-billing is implemented, and all related systems and controls are maintained with integrity. The ideal candidate is highly detailed, process-oriented, comfortable with multiple stakeholders and systems, and thrives in a fast-paced asset management environment.

Your Main Responsibilities:

1. Utility Invoice Processing

• Receive utility invoices and ensure the utility folder is resolved to zero open items by end of day.
• Enter utility invoices per property under the correct name.
• Input utilities into the property management software (e.g., AppFolio) using proper GL accounts and property codes.
• Maintain passwords/logins for utility accounts
• Immediately notify Accounting Supervisor & Treasury Supervisor of any invoice or billing errors.
• Provide a daily End-of-Day report to Accounting Supervisor & Treasury Supervisor documenting utility bills entered.
• Communicate with the Accounting & Treasury Supervisors when a new utility vendor must be created to process invoices.
• Collaborate with Accounting & Treasury Supervisors to resolve any utility invoice anomalies (e.g., unusual charges, late fees).
• Update the “BPO Utilities” channel each day with current status and any late fees observed during bill entry.
• Assist in setting up utility accounts on autopay linked to the property’s bank account.
• Assist in enrolling utility accounts to e-billing
• Assist in compiling utility data (usage, invoices, etc.) upon request.
• Participate in daily bank proofing, ensuring utility items are correctly reported

1. Utility Onboarding for New/Transitioning Properties

• Support the onboarding of utilities for properties ensuring 100% completion prior to the transition date .
• Obtain from outgoing management/ownership the list of utilities requiring transition (electric, water/sewer, gas, trash, phone/internet).
• Ensure all new utility accounts are set up under the correct property name
• Ensure utility account logins are created and stored in the Utility/Vendor Account Workbook folder.
• Document each onboarding step on the Onboarding Checklist with supporting documentation (email confirmation, phone confirmation, contract copies).
• Store utility transition confirmations for the property being onboarded.
• Escalate any onboarding barriers (missing information, deposits required, ownership paperwork missing) to the Accounting & Treasury Supervisor immediately.

1. Flexible and Adaptable Work

• As jurisdictions, utility provider practices, lease terms, and internal processes evolve, adapt to changing workflows and procedures.
• Remain responsive to new property acquisitions, portfolio growth or other changes.

What We’re Looking For:

• At least 2 years of experience in utility billing, invoice processing, or property-management accounting highly desirable.
• Strong sense of ownership and proactive communication — someone who will immediately report any problem or barrier (e.g., utility account issues, vendor set-up delays, login access problems) to the appropriate supervisor.
• Prior experience using AppFolio or similar property management accounting software is advantageous.
• Technical Skills :
• Proficiency in Microsoft Office (Excel, Word, Outlook) and ability to learn new systems quickly.
• Experience managing passwords/logins securely using tools like Keeper Security or similar.
• Familiarity with electronic billing and autopay setup processes.
• Attention to Detail & Process-Oriented : Proven track record of accurate data entry, following checklists, meeting deadlines (e.g., zero open items by EOD).
• Communication & Collaboration : Strong written and verbal communication skills; ability to coordinate with internal teams and external utility providers.
• Problem Solving : Ability to identify anomalies, escalate appropriately and follow through to resolution.
• Organizational Skills : Ability to manage multiple properties/portfolios, daily tasks, reporting requirements and onboarding workflows concurrently.
• Adaptability : Comfortable working in a dynamic environment where policies and programs may change.
• Confidentiality & Integrity : Handle login credentials, financial information and vendor accounts securely and responsibly.

Nice to Haves:

• Prior experience in a real-estate asset management company or multifamily/residential portfolio.
• Experience in handling tenant billing and administrative fee processes.
• Comfortable working under minimal supervision with defined workflows and checklists.
• Initiative to improve processes, suggest efficiencies and maintain a clean inbox/folder system.

Technical Requirements:

• Internet speed minimum 30mbps: Needs to be Wired (Buy a dongle if no LAN port)
• i5 11th Gen or higher
• Windows 11 / MacOS Catalina or higher
• Minimum of 8 GB RAM
• Private and quiet dedicated home office area (no roosters, dogs, children's noises in the background)
• Back-ups in case of power or internet provider interruptions
• Good headset and webcam (preferably noise-canceling headset)

Why You’ll Love Working with Us:

• Competitive Salary — We offer a competitive salary that reflects the candidate’s experience, skills, and responsibilities.
• Remote Work — This role is 100% remote, allowing flexibility and eliminating daily commute.
• Paid Time Off — Standard leave entitlements (vacation, sick leave, vacation leave) for rest and well-being.
• HMO Coverage — Company-provided HMO plan, offering access to medical services via accredited hospitals and clinics under a Health Maintenance Organization. This helps ensure employees have access to routine checkups, consultations, and coverage for medical care.