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Key Responsibilities and Required Skills for Energy Administrator

💰 $55,000 - $85,000

AdministrationEnergySustainabilityData Analysis

🎯 Role Definition

As an Energy Administrator, you will be the central pillar of our energy management program. This role is critical for ensuring the accuracy of our utility data, optimizing energy procurement, and identifying cost-saving opportunities across our portfolio. You will be responsible for the entire lifecycle of utility invoice management, from data entry and validation to resolving complex billing issues with providers. Your analytical mindset will be key in transforming raw consumption data into actionable insights that drive our sustainability initiatives and support strategic decision-making. This is a fantastic opportunity for a meticulous individual who is passionate about data integrity and wants to make a tangible impact on our operational efficiency and environmental footprint.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Accounts Payable/Receivable Specialist
  • Data Entry Administrator or Coordinator
  • Junior Data Analyst
  • Facilities or Administrative Assistant

Advancement To:

  • Senior Energy Analyst
  • Energy Manager
  • Sustainability Program Manager
  • Energy Procurement Specialist

Lateral Moves:

  • Data Analyst
  • Facilities Coordinator
  • Compliance Analyst

Core Responsibilities

Primary Functions

  • Manage the end-to-end processing of a high volume of utility invoices, including electricity, natural gas, water, sewer, and waste, for a diverse portfolio of properties.
  • Meticulously enter, validate, and maintain utility consumption and cost data within our energy management software and databases, ensuring the highest level of data integrity.
  • Conduct thorough audits of utility bills to identify and investigate anomalies, billing errors, and rate discrepancies, proactively seeking resolutions and credits from utility providers.
  • Serve as the primary point of contact for utility vendors, fostering strong relationships to facilitate account setup, closure, transfers, and the swift resolution of billing disputes.
  • Develop, generate, and distribute comprehensive monthly and quarterly reports on energy usage, expenditure, trends, and variances for management and key stakeholders.
  • Track and analyze energy market trends, tariff changes, and regulatory updates to identify potential risks and opportunities for cost savings.
  • Support the energy procurement process by gathering historical usage data, preparing RFP documentation, and analyzing supplier bids.
  • Monitor building energy performance against established baselines and benchmarks, flagging properties with unusual consumption patterns for further investigation.
  • Administer and maintain data within the ENERGY STAR Portfolio Manager platform, ensuring timely and accurate updates for benchmarking and compliance purposes.
  • Assist in the development of annual energy budgets and provide detailed analysis for monthly forecasting and accrual processes.
  • Process utility provider payments in a timely manner, ensuring proper coding and allocation to the correct cost centers and general ledger accounts.
  • Maintain a centralized and organized repository of all utility contracts, account information, and historical billing records for auditing and reference.
  • Collaborate with the facilities and operations teams to understand and document operational changes that may impact utility consumption.
  • Respond to internal and external inquiries regarding energy consumption, costs, and billing details in a professional and timely manner.

Secondary Functions

  • Support the development and implementation of energy efficiency projects by providing baseline data and post-project performance analysis.
  • Assist the sustainability team with data collection and reporting for corporate social responsibility (CSR) and environmental, social, and governance (ESG) disclosures.
  • Support ad-hoc data requests and exploratory data analysis to answer specific business questions related to energy and utility expenses.
  • Contribute to the organization's data strategy and roadmap by identifying opportunities to improve data collection and reporting processes.
  • Collaborate with business units to translate data needs into engineering requirements for enhancements to our energy management platform.
  • Participate in sprint planning and agile ceremonies within the data engineering team when system improvements are being implemented.
  • Onboard new properties by setting up all relevant utility accounts and integrating them into the existing data management system.
  • Provide administrative support for demand response programs and other grid service initiatives.

Required Skills & Competencies

Hard Skills (Technical)

  • Utility Bill Management: Deep understanding of utility invoice formats, rate structures, tariffs, and terminology across various commodities (electric, gas, water).
  • Data Analysis: Proven ability to analyze large datasets to identify trends, anomalies, and insights related to energy consumption and cost.
  • Advanced Excel Proficiency: Expertise in using advanced functions such as VLOOKUP, INDEX-MATCH, Pivot Tables, and complex formulas for data manipulation and reporting.
  • Energy Management Software: Hands-on experience with at least one utility management or energy accounting software platform (e.g., EnergyCAP, Dude Solutions, Urjanet, UtilityTrakr).
  • Database Management: Competency in maintaining data integrity within a database environment, including data entry, validation, and cleanup.
  • Reporting & Visualization: Skill in creating clear and concise reports and dashboards for various audiences, from site managers to senior leadership.
  • Benchmarking Tools: Familiarity with EPA's ENERGY STAR Portfolio Manager for building performance benchmarking and reporting.

Soft Skills

  • Meticulous Attention to Detail: An exceptional eye for accuracy is non-negotiable, especially when auditing invoices and managing large datasets.
  • Analytical & Problem-Solving: A natural curiosity to investigate discrepancies, diagnose root causes, and develop effective solutions.
  • Organizational & Time Management: Ability to manage a high volume of tasks, prioritize effectively, and meet strict deadlines in a fast-paced environment.
  • Communication Skills: Excellent written and verbal communication skills for interacting with utility vendors, internal teams, and management.
  • Independence & Initiative: A self-starter who can work autonomously, take ownership of responsibilities, and proactively identify areas for improvement.

Education & Experience

Educational Background

Minimum Education:

  • Associate's Degree or equivalent relevant work experience in an administrative or analytical capacity.

Preferred Education:

  • Bachelor's Degree from an accredited four-year university.

Relevant Fields of Study:

  • Business Administration
  • Accounting or Finance
  • Data Analytics
  • Environmental Science or Sustainability
  • Mathematics

Experience Requirements

Typical Experience Range: 2-5 years of experience in a role focused on utility bill processing, energy data analysis, accounts payable, or property management administration.

Preferred: Direct experience working for an energy consulting firm, a large real estate or property management company, or in the energy/sustainability department of a multi-site commercial organization.

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