Utility Billing Associate

About Us
We’re Extenteam, a dynamic company revolutionizing the short term vacation rental industry. Our proven business model has generated consistent revenue, and we are now expanding from a professional services model to a scalable tech-based subscription-first model.

As a scaling stage startup, we aim to grow our Monthly Recurring Revenue (MRR) to double our revenue by January 2026 by providing an AI assisted SaaS platform that works for all short term rental businesses regardless of their size.

Extenteam is on a mission to streamline and support vacation rental businesses by providing top-notch solutions, including guest communication and property management support.

We generate revenue through two primary streams:

• Dedicated Team Members: Providing trained overseas talent with a recurring premium model, replacing one-time recruitment fees.
• Tailwind - SaaS Platform: A guest communication Software blended with our shared services team, supporting smaller operators typically with less than 50 units - helping Extenteam increase profitability while growing our product market fit and expanding TAM and service levels.

Extenteam is a small but mighty team of 50 consisting of Sales, Partner Success, Marketing, HR & Recruiting, Engineering, Product and Admin (IT, Data etc). We are spread out across the world but we have hubs in Miami, LA, Medellin, and actively expanding into Europe. Our 50 people core team is supported by 400+ DTMs (dedicated team members) that are servicing our customers.

Our Values:

• Commitment to Excellence: Continuously raising the bar and setting new standards in guest communications and service delivery. 
• Exceptional Collaboration: Thriving in a fast-paced, high-performance environment built on clear communication and teamwork. 
• Unified Purpose: Aligning behind a shared mission to drive success with an intense focus. One shared consciousness. 
• Data-Driven Decision-Making: Prioritizing data and results over emotions when making objective, professional decisions. 
• Emphasis on Details: Details matter at every level. Leaders are expected to have a deep understanding of the specifics and adopt a hands-on management style.

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. 

We are looking for a Utility Billing Associate for a Property management client of ours.  As a Utility Bills Associate, you will be responsible for ensuring that all utility invoices are accurately processed and recorded for each property. You will work closely with the client to maintain organized records, enter invoices into AppFolio with the correct ledger accounts, handle tenant‐billing where applicable, and manage utility account credentials securely.

 

Key Responsibilities

• Receive utility invoices via mail or email.

• Verify the invoice details (property, LLC name, GL Account, dates, amounts) for accuracy.

• Enter utility invoices per property / LLC name into accounting software (AppFolio), ensuring correct assignment to General Ledger (GL) Accounts and property codes.

• Identify cases where tenants are responsible for utility costs as per lease agreements; prepare and issue invoices or chargebacks to tenants accordingly.

• Maintain, update, and secure credentials / password logins for utility accounts using a secure password manager (e.g. Keeper Security).

• Track due dates, ensure timely payments or flag overdue invoices for review.

• Reconcile utility bills when necessary (e.g. compare with usage data or budgeted/expected amounts).

• Support month‐end closing related to utilities and assist with any audit requests or documentation.

• Maintain accurate records and filing (electronic and/or physical) of all utility invoices and related correspondence.

• Communicate with property managers, utility providers, tenants as needed to resolve discrepancies or clarify charges.

 

 

Qualifications & Skills

Required:

• Degree in Accounting, Finance, or related field preferred.

• Prior experience in bill processing, accounts payable, or utilities billing in property management or similar environment.

• Knowledgeable in AppFolio (or equivalent property management / accounting software).

• Basic accounting / bookkeeping knowledge, especially in terms of GL accounts.

• Strong attention to detail and accuracy.

• Good organizational skills; ability to manage multiple invoices, deadlines.

• Reliable written and verbal communication.

 

Desirable:

• Experience billing tenants based on lease terms.

• Familiarity with secure credential management tools (e.g. Keeper Security).

• Aptitude for using spreadsheets (Excel / Google Sheets) and ability to perform reconciliations.