Finance Coordinator

Posted Thursday, August 13, 2026 at 4:00 AM

U.S. Facilities, Inc., a premier provider of building maintenance and infrastructure services, is seeking a detail-oriented Finance Coordinator to support operations in Tarrytown, NY, and Sleepy Hollow, NY. This is an excellent opportunity for a finance professional who enjoys supporting operational leaders, coordinating financial administration, maintaining accurate records, tracking budgets and costs, and helping ensure that purchasing, invoicing, billing, documentation, and financial processes are timely, accurate, organized, and aligned with contractual, client, and company requirements.

Please note: This opportunity is associated with a pending Request for Proposal (RFP). While we are actively identifying qualified candidates, any offer of employment and onboarding would be contingent upon U.S. Facilities, Inc. being awarded the contract.

The Finance Coordinator supports financial controls, reporting, cost tracking, budget documentation, and day-to-day financial coordination for the assigned operations. This position requires strong attention to detail, sound judgment, confidentiality, clear communication, and the ability to manage multiple administrative and financial priorities in a fast-paced service environment.

• Coordinate and support financial activities for assigned facilities management operations, including purchasing, invoicing, billing, reporting, budget tracking, and cost documentation.
• Process, organize, and document purchase requests, payment requisitions, invoices, chargebacks, and related financial records.
• Initiate purchase orders and monitor them through the full procurement lifecycle, including approvals, updates, change orders, and completion of supporting documentation.
• Maintain organized documentation of purchasing activities, approvals, invoices, receipts, change orders, vendor records, and financial correspondence.
• Assist with budget tracking by monitoring actual spend against budget, identifying potential variances, and providing status updates to appropriate leadership.
• Prepare, review, and communicate financial reports, budget summaries, cost reports, chargebacks, accruals, and other financial documentation as needed.
• Support monthly, quarterly, and annual financial reporting requirements.
• Assist with month‑end close activities, including invoice tracking, accrual support, reconciliation, reporting, and follow‑up on outstanding financial items.
• Monitor expenses, purchase order balances, vendor invoices, and project‑related costs to support accurate financial tracking.
• Coordinate with vendors and subcontractors regarding invoices, payment status, documentation requirements, and billing questions.
• Partner with operations leadership to ensure purchases, work orders, vendor costs, and project expenses are properly documented and coded.
• Support financial review meetings by preparing reports, summaries, documentation, and data needed for operational and client discussions.
• Identify potential cost savings, process improvements, billing efficiencies, and opportunities to strengthen documentation and financial coordination.
• Ensure financial transactions and supporting documents comply with company policies, client requirements, contractual obligations, and applicable approval processes.
• Maintain confidentiality of financial, employee, vendor, client, and company information.
• Respond to internal and external financial inquiries promptly, accurately, and professionally.
• Collaborate with accounting, finance, procurement, payroll, operations, and client stakeholders to resolve financial discrepancies or documentation gaps.
• Support audit requests by gathering backup documentation, reports, approvals,…