Finance Administrator

The Finance Administrator is responsible for supporting the financial and operational performance of the Facilities Hub through the administration of accounts payable, accounts receivable, billing, purchase orders, client master data, and financial reporting activities. This role serves as a critical liaison between clients, vendors, Corporate Finance, and Facilities Hub operations to ensure accurate financial processing, timely invoicing, revenue recognition, expense management, and exceptional customer service.

• Manage the full lifecycle of accounts payable and accounts receivable activities for Facilities Hub clients.
• Create, maintain, and monitor purchase orders to support client services and vendor payments.
• Analyze expenses and revenue to ensure proper expense allocation and adherence to matching principles.
• Coordinate billing activities, including the preparation and submission of billing upload files and supporting documentation.
• Authorize client invoicing based on completed work orders and validated expenses.
• Monitor and track accruals by proactively obtaining outstanding invoices from vendors.
• Conduct monthly financial reconciliations and assist with month-end close activities.
• Generate financial reports and provide analysis to support operational and financial decision-making.

• Maintain accurate client master data and Facilities Hub client records across multiple systems.
• Submit and manage master data forms to establish and update client locations within CMMS platforms.
• Serve as a primary point of contact for client billing inquiries, resolving issues in a timely and professional manner.
• Manage accounts receivable activities, including tracking outstanding balances and providing regular A/R status updates to Corporate Finance.
• Support vendor compliance efforts by ensuring timely submission of invoices and adherence to invoicing requirements.
• Collaborate with vendors to resolve billing discrepancies, missing documentation, and payment-related issues.

• Maintain accurate financial and operational information within CMMS and related business systems.
• Generate, analyze, and distribute reports from CMMS platforms and internal financial systems.
• Ensure data integrity across client, vendor, billing, and financial records.
• Identify opportunities for process improvements and increased operational efficiency.

• Coordinate the startup and implementation of new client services, working closely with site contacts, vendors, operations teams, and internal stakeholders.
• Provide exceptional customer support, troubleshooting issues and escalating concerns as appropriate.
• Partner closely with Facilities Hub management and team members to support business objectives.
• Assist with special projects, business initiatives, and process improvement efforts as assigned.
• Perform additional administrative and financial duties as requested by the Administrative Services Supervisor or Facilities Hub leadership.

• Associate's degree in Accounting, Finance, Business Administration, or a related field; equivalent work experience may be considered.
• 2+ years of experience in financial administration, billing, accounts payable, accounts receivable, accounting support, or related functions.
• Experience managing purchase orders, invoicing processes, and financial reconciliations.
• Proficiency with Microsoft Office Suite, particularly Excel, including functions such as pivot tables, VLOOKUP/XLOOKUP, and financial reporting.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills with a customer-focused approach.
• Ability to analyze financial data and resolve discrepancies independently.

• Bachelor's degree in Accounting, Finance, Business Administration, or a related discipline.
• Experience supporting facilities management, maintenance services, integrated facilities management (IFM), property management, or service-based operations.
• Experience working with CMMS platforms such as Corrigo, Service Channel, Maximo, Archibus, or similar systems.
• Knowledge of general accounting principles, billing processes, and month-end close activities.
• Experience working with ERP or financial management systems.