Utility Aid is the UK's leading energy broker for the not-for-profit sector, helping charities, housing associations, schools and community organisations reduce their utility costs and manage their energy contracts effectively. We are passionate about delivering exceptional service and creating positive outcomes for our clients.
We are looking for a highly organised and detail-oriented Change of Tenancy & Voids Administrator to join our growing Operations team.
The Role
As a Change of Tenancy & Voids Administrator, you will be responsible for managing the end-to-end processing of tenancy changes and void property notifications for our charity and social housing clients.
You will play a key role in ensuring utility accounts are updated accurately when residents move in and out of properties, helping clients avoid unnecessary charges, minimise void-period liabilities and maintain accurate billing records.
This is an excellent opportunity for someone with strong administration skills who enjoys problem-solving, working with data, and building positive relationships with clients and suppliers.
Key Responsibilities
- Receive, validate and process change of tenancy notifications.
- Accurately record tenant move-in and move-out information.
- Submit tenancy changes to utility suppliers within agreed timescales.
- Monitor and manage outstanding cases through to completion.
- Investigate and resolve rejected submissions, discrepancies and account issues.
- Process void property notifications and update utility accounts accordingly.
- Support clients in managing utility liabilities during void periods.
- Monitor void accounts to ensure billing accuracy and minimise unnecessary charges.
- Assist with the transition of properties from void to occupied status.
- Act as a key point of contact for housing associations, charities and social landlords.
- Liaise with utility suppliers to resolve account queries and disputes.
- Provide regular updates on case progress and outcomes.
- Build and maintain strong professional relationships with stakeholders.
- Produce accurate monthly operational reports.
- Analyse tenancy change, void and billing data to identify trends and opportunities for improvement.
- Monitor service level agreements (SLAs) and key performance indicators (KPIs).
- Support management reporting and client review meetings.
- Retrieve invoices from supplier portals across multiple utilities.
- Validate invoices against contracted rates, VAT, Climate Change Levy (CCL) and other charges.
- Identify billing anomalies and discrepancies.
- Raise and manage supplier queries through to resolution.
- Produce validation reports detailing financial recoveries and corrective actions.
- Maintain accurate records in line with company procedures.
- Ensure compliance with GDPR and data protection requirements.
- Identify and escalate potential risks, service issues or data errors.
- Contribute to continuous improvement initiatives across the department.
What We're Looking For
- Strong administrative and organisational skills.
- Excellent attention to detail and accuracy.
- Strong written and verbal communication skills.
- Ability to manage multiple tasks and priorities effectively.
- Customer-focused approach with excellent problem-solving abilities.
- Good working knowledge of Microsoft Office applications.
- Ability to work independently and collaboratively within a team.
- Experience within utilities, social housing, local government or customer service environments.
- Knowledge of change of tenancy and void property processes.
- Experience working with housing associations, charities or social landlords.
- Understanding of utility billing, invoicing or supplier processes.
Personal Attributes
- Highly organised and methodical.
- Proactive and solution-oriented.
- Reliable, accountable and professional.
- Strong analytical and problem-solving skills.
- Positive attitude with a commitment to excellent customer service.
- Comfortable working in a fast-paced environment.
If you are an organised administrator with strong attention to detail and a passion for delivering excellent service, we'd love to hear from you.
Pay: £25,528.00 per year
Benefits:
- Company pension
- Cycle to work scheme
Work authorisation:
- United Kingdom (required)
Work Location: In person
