Facilities Budget Coordinator

Overview

Under moderate supervision, this role performs a variety of standard Facilities bookkeeping and accounting tasks, following accepted procedures to prepare and maintain accounting and other records.

The position oversees building vendor financial data and accounting practices across all LOBs.

Responsibilities

• Create and track 1,000+ purchase orders annually.
• Manage several subsidiary accounts by verifying, allocating, and posting transactions to building general ledger accounts across all LOBs.
• Support purchase order (PO) workflows, including:
  • Ordering shopping carts
  • PO management and tracking
  • Processing and confirming invoices
  • Working with suppliers on delinquent invoicing
• Partner with Construction Managers and Facilities Specialists to ensure accurate budget tracking, invoice management, and PO management for new and existing projects.
• Enter financial and transactional data accurately into accounting workbooks and SRM to support accurate financial records and reports.
• Track cash flow related to delayed invoices and routinely follow up on vendor payments to keep Facilities budget workbooks accurate.
• Maintain fixed asset records, including depreciation, purchases, and sales.
• Manage VIM invoicing by reviewing, coding, and approving non-PO invoices; problem-solve incoming invoices.
• Coordinate with a finance partner to track assets and depreciation.

Requirements

• 1–2 years of experience in an accounting environment.
• Knowledge of clerical or construction bookkeeping principles and practices.
• Ability to perform detailed work with numerical data and make accurate arithmetic computations.
• Excellent organizational skills and ability to meet tight deadlines.
• Typing/keying requirements:
  • 10-key by touch (7,000 ksph)
  • Ability to key both alpha and numeric (6,000 ksph)
• Clean credit history as reported by credit report.
• For remote (Work From Home) or hybrid roles: demonstrate a high level of engagement in virtual environments, including maintaining camera presence during meetings.

Preferred Qualifications

• Experience supporting Facilities, including Retail and Commercial Construction, Facilities Maintenance, Property Management, or similar operational environments.
• Experience with SAP, Coupa, VIM, Smartsheet, FEXA, Microsoft 365, and advanced Excel for financial tracking, reporting, reconciliation, and analysis.
• Strong analytical and problem-solving skills; ability to research issues, resolve discrepancies, and independently drive items to completion.
• Proven ability to build partnerships with vendors and cross-functional teams (including Procurement and Finance) through strong communication and coordination.
• Demonstrated ownership, accountability, adaptability, and attention to detail while managing priorities in a fast-paced environment.

Compensation & Benefits

• Salary range: $15.75 - $22.58
• Eligible bonuses and commissions may be included as part of the compensation package.
• Actual pay will be determined based on experience and other job-related factors permitted by law.

Location

• Not specified.
• Hybrid or remote options may apply; remote/hybrid requirements include camera presence during meetings.