Utility Energy Billing Contract Coord-28657

About the role

Rush University Medical Center is seeking a highly organized and detail-oriented Utility & Energy Billing Coordinator to support energy and utility bill management for the Rush health system. Reporting to the Energy Manager within the Medical Center Engineering department, this position plays a critical role in ensuring the timely processing and payment of utility bills across the Rush enterprise, including three hospital campuses and approximately 80 offsite clinics. The Coordinator will receive, log, and track utility invoices—including electric, gas, water, sewer, chilled water, and steam—as well as manage other recurring facility-related contracts such as cable TV. The ideal candidate will be proactive in identifying missing or delayed invoices and work closely with vendors, accounts payable, and the Energy Manager to prevent service disruptions. This role requires a high level of accuracy, dependability, and a strong customer service orientation.

Responsibilities

• Receive, log, and organize all incoming utility invoices for electricity, natural gas, water, sewer, chilled water, and steam across all Rush facilities.
• Ensure invoices are accurate, complete, and submitted for payment in a timely manner in coordination with Accounts Payable.
• Monitor due dates and follow up on missing or delayed invoices to avoid late fees or service interruptions.
• Assist the Energy Manager in resolving billing discrepancies and communicating with utility providers as needed.
• Maintain a comprehensive utility bill tracking database or system, ensuring up-to-date records across all sites.
• Coordinate billing for additional recurring facility-related services, such as cable TV and other select service contracts.
• Flag and escalate any anomalies in billing amounts or usage patterns for Energy Manager review.
• Prepare summary reports or bill logs for department and finance use.
• Support sustainability and energy reporting efforts by maintaining accessible and accurate utility records.
• Provide general administrative support to the Energy Manager and Director of Facilities Management as required.

Qualifications

• High school diploma or equivalent.
• 2–3 years of experience in accounts payable, utility billing, or administrative support role.
• Strong attention to detail and organizational skills.
• Ability to manage multiple invoices, deadlines, and vendor communications across a large system.
• Proficiency in Microsoft Excel and document management tools.
• Strong verbal and written communication skills.
• Ability to work both independently and as part of a team.

Preferred qualifications

• Experience working in a healthcare, higher education, or complex institutional environment.
• Familiarity with utility vendors and basic knowledge of utility billing practices.
• Experience with utility tracking platforms, accounting systems, or energy management systems (e.g., EMIS).

Physical demands

• Ability to lift up to 25lbs.
• Ambulate large campus, occasionally regional locations.

Pay & schedule

• Pay range: $23.12 – $32.66 per hour.
• Full Time (total FTE between 0.9 and 1.0), Shift 1, 8-hour shifts (8:00 AM – 4:00 PM).