Utilities & Recoveries Manager

Our client is seeking a highly analytical and detail-oriented Utilities & Recoveries Manager to oversee all aspects of our utilities portfolio management and tenant recovery processes. This strategic role requires a professional who can optimize utilities spend, maximize recoveries, and drive operational excellence across our commercial property portfolio. Key Responsibilities Utilities Data Analysis & Management Conduct comprehensive monthly analysis of utilities data to identify discrepancies, anomalies, and cost-saving opportunities through advanced data queries and evaluation techniques Manage and maintain utilities databases, ensuring data quality, completeness, and continuous improvement of database structures Perform reasonableness assessments on monthly utilities information, screening data and escalating issues for timely resolution Evaluate tenant billing data monthly, identifying exceptions and coordinating with property teams for investigation and resolution Identify and analyze trends and patterns across tenant, building, portfolio, and group levels on monthly, quarterly, and annual bases; communicate findings and recommendations to internal stakeholders Review metering information to identify patterns, anomalies, and opportunities to correct inaccurate meter readings Analyze and recommend optimal municipal supply and tenant meter tariff structures to ensure cost-effective energy supply and efficient recoveries Stakeholder Engagement & Communication Prepare and present comprehensive utilities reports to Asset and Portfolio Managers, providing monthly updates on position, progress, and key findings Build and maintain collaborative relationships with internal stakeholders through proactive engagement, education, and transparent communication regarding challenges and progress Proactively identify utilities-related pressure points and develop strategic recommendations and solutions Manage tenant and property query logging system, ensuring accurate documentation, timely follow-up, and resolution of all cases within established deadlines Service Provider Management Participate in utilities service provider contracting by defining requirements, ensuring contract alignment, and verifying capability to deliver per specifications Manage service provider performance against contractual obligations, validating deliverables for accuracy and completeness, and addressing issues within approved timelines Provide quarterly performance feedback to service providers, tracking improvements and fostering mutually beneficial partnerships Manage service provider contract terminations when necessary, including evidence collection, escalation of non-performance, and coordination with procurement policy requirements Budget Management Develop comprehensive annual utilities budgets by analyzing municipal increases and their impact on properties and tenants across building, portfolio, and group levels Monitor monthly budget utilization, evaluating costs versus actuals and addressing anomalies in accordance with company policy Recoveries & Profitability Optimization Ensure timely submission of all tenant schedules to meter reading company on the first working day of each month Resolve all MDA imported errors and ensure accurate adjustments for vacating and new tenants prior to batch posting Verify accuracy of last meter readings and manage import batch calculations Review and approve all MDA exception reports and metered recoveries two days prior to billing run Oversee all fixed and ad hoc lease-based tenant recoveries, including insurance, generator recoveries, and other charges, ensuring accurate calculation, loading, and efficient collection Rates & Evaluations Review Prepare and present the company's annual position on municipal property rates, including valuation review and compliance with the Municipal Property Rates Act Monitor new and supplementary valuation rolls, identifying and addressing issues as they arise Engage with valuations supervisor, reviewing work quality, identifying anomalies, and contributing to valuation appeal arguments Communicate rates changes to all internal and external stakeholders by annual deadline Utilities Systems Management Support development and implementation of utilities systems through input, direction, testing, and change management Maintain utilities systems by monitoring utilization, effectiveness, and data integrity, and providing recommendations for system amendments Conduct regular system audits to test data integrity, identify anomalies, and implement corrective actions Policy & Compliance Management Manage implementation of utilities management procedures and policies across the organization, engaging with departments to identify and address inefficiencies Ensure full compliance with the businesses employee policy handbook Qualifications & Requirements Essential: Minimum 5 years of experience in Commercial Property Administration Advanced computer literacy with exceptional administrative capabilities Highly meticulous approach with strong attention to detail Proven ability to multitask effectively in a fast-paced environment Preferred: Property-related tertiary qualification Experience with MDA system Advanced analytical and problem-solving skills Excellent written and verbal communication abilities Strong stakeholder management and relationship-building capabilities Strategic thinking with operational execution excellence Proficiency in data analysis and database management Strong project management and organizational skills Ability to work independently and deliver results under pressure Key Competencies Advanced analytical and problem-solving skills Excellent written and verbal communication abilities Strong stakeholder management and relationship-building capabilities Strategic thinking with operational execution excellence Proficiency in data analysis and database management Strong project management and organizational skills Ability to work independently and deliver results under pressure Note: The responsibilities outlined above represent the core functions of this position. The role may require additional duties as assigned to support business objectives and ensure operational excellence.