Expense Administrator

Barnes & Noble is the leading book retailer in the United States, with roots dating back to 1873 and a long history of growth through innovation and expansion. Today, under CEO James Daunt and private ownership by Elliott Advisors, Barnes & Noble operates approximately 700 bookstores nationwide, serves over 700 communities across all 50 states, and maintains a robust digital presence through , NOOK® eBooks and audio books, and educational resources such as Spark Notes.

The company also includes complementary retail brands such as Paper Source, Books Inc., Tattered Cover, and

B. Dalton, further strengthening its market reach. Following a period of revitalization, Barnes & Noble is experiencing strong momentum, with plans to open approximately 60 new stores in 2026, underscoring renewed confidence in physical retail and local bookselling. Combining expansive store networks, curated selections, enhanced in-store experiences, and growing omnichannel capabilities, Barnes & Noble remains the #1 bookseller in the U.S. and a trusted, evolving partner within the publishing and retail ecosystem.

NY-New York (Union Square)

Full-Time

As the Expense Administrator for the Facilities Department, you are responsible for the review, analysis, approval and processing of all invoices through the two main platforms, Service Channel and Concur. You will be responsible for all research when there are issues, partnering with the appropriate department manager. You will work closely with the Senior Facilities Analyst to ensure that invoices are submitted timely to maintain efficient workflows for all departments.

This includes validating that accounting and final payments are documented on time for the providers. You will act as the main point of contact for all prospective vendors, to include timely responses to communications, and maintaining a current and thorough database of prospective vendors for the department’s use.

• Act as main point of contact directly for vendors. Responsible for ensuing accuracy of all invoices, from the correct B&N bill-to address to the vendor’s adherence to terms of contract as related to work performed, etc.
• Review, analyze, and approve all supply, maintenance, and service invoices for Barnes & Noble and Paper Source stores in both Concur and Service Channel.
• Process all invoices in Concur for the department by uploading the invoice, ensuring all required back up and spend requests are obtained. Follow through to confirm vendors’ receipt of payment.
• Partner with various department members to address any issues and to ensure that all approval levels are met timely.
• Prepare invoice reporting from Service Channel and Concur – by vendor, area, or otherwise - following up on variances as necessary.
• Respond to all prospective vendors for the department & maintain a complete and current database in real time.

• Excellent presentation and communication skills. Ability to adjust communication style based on the situation and the audience.
• Technical organization.
• Ability to manage multiple projects simultaneously, working in high volume capacity and meeting deadlines as appropriate.
• Solid decision‑making skills based on changing conditions.

• Bachelor’s degree, in addition to a proven background in accounting.
• Exceptional knowledge of Excel.
• Working knowledge of Word, Power Point, and Outlook, and exposure to databases such as Access.

An employee in this position can expect a starting rate of $70,000 annually, depending on experience, seniority, geographic locations, and other factors permitted by law.

Benefits for those who are scheduled to work less than 20 hours per week include Employee…