Facilities Administration & Finance Sr. Manager

Facilities Administration & Finance Sr. Manager

463 7th Ave, New York, NY 10018, USA

PURPOSE:

Through ownership and stewardship, we create, maintain, and provide quality physical

environments that support living, learning, and working for people with developmental and

mental health diagnoses — in a cost-effective manner that ensures the present and future

wellbeing of our clients and workforce.

POSITION OVERVIEW:

The Facilities Administration & Finance Sr Manager is a dynamic, dual-function role at the heart of the Facilities Management team. This position bridges day-to-day administrative operations with capital project financial oversight — ensuring that the department runs efficiently, compliantly, and with full fiscal accountability.

On the administrative side, this role manages vendor invoices, insurance renewals, utility accounts, regulatory filings, FDNY violations including attending virtual hearings and inter-departmental coordination. On the financial side, it tracks all capital project expenditures, processes invoices and purchase requests, and supports audit readiness. The ideal candidate thrives in a fast-paced environment, juggles multiple priorities with ease, and takes ownership of their work.

This is a full-time, in-office position based at NYC Headquarters.

KEY

ESSENTIAL FUNCTIONS:

• Track and manage all capital project-related expenses — both self-funded and state-funded — ensuring accuracy, compliance, and timely reporting.

• Process all facilities-related invoices, fines, and violations through Intacct for payment; verify that billed work aligns with approved project scopes and budgets.

• Review invoices for excessive or erroneous billing; communicate discrepancies with Regional Managers and supervisors before approval.

• Enter and manage facilities purchase requests through internal systems.

• Maintain and update comprehensive spreadsheets tracking summonses, invoices, vendors, and capital project activity.

• Support internal and external audits by maintaining detailed, organized financial records and documentation.

• Assist the Director of Facilities Administration with process improvements and special financial initiatives.

Administrative & Compliance Operations

• Open, close, and troubleshoot all agency Con Ed and National Grid utility accounts; manage turn-off notices and service issues promptly.

• Request, maintain, and monitor Certificates of Insurance (COI) files for vendors and contractors.

• Process annual flood insurance renewal paperwork and maintain associated documentation.

• Attend FDNY hearings and manage related compliance documentation and follow-up.

• Maintain capital project files and departmental central records, databases, and insurance records.

• Maintain and regularly update Excel spreadsheets for vetted vendors and approved contractor lists.

Inspection & Facilities Support

• Monitor and review monthly, quarterly, semi-annual, and annual facility inspections to ensure they are being conducted on schedule.

• Assist and support HQ Facilities personnel as needed; fill in for other Facility Support Staff during absences.

• Collaborate across departments, including Real Estate, Procurement, and Programs, to facilitate smooth operations.

• Complete special projects and other assigned tasks in a timely and professional manner.

CORE COMPETENCIES for the position include:

• Financial Acumen: Detail-oriented understanding of expense management, invoice review, and capital project financial compliance.
• Organizational Excellence: Exceptional ability to manage multiple work streams, deadlines, and filing systems simultaneously.
• Technical Proficiency: Skilled in Excel and comfortable with financial tracking tools and platforms.
• Communication: Strong written and verbal communication skills for effective collaboration with staff, vendors, program teams, and senior leadership.
• Proactive Self-Starter: Takes initiative, identifies potential issues before they elevate, and follows through independently with minimal supervision.
• Adaptability: Thrives in a dynamic environment and is comfortable balancing financial and administrative responsibilities as priorities evolve.

EDUCATIONAL/TRAINING

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