Accounts Payable and Facilities Coordinator

Job Title Accounts Payable and Facilities Coordinator

Job Description Summary The Accounts Payable and Facilities Coordinator is responsible for the implementation and management of all finance related aspects of the FM operations accounting cycle, in accordance with the governance that is established by the finance department, and serves as the liaison between FM operations and finance teams, to ensure the consistent and accurate accounting of all expenditures that drive the accrual and forecasting process.

Additionally, the position provides support and assistance to the facility management team, to ensure accurate end of period reporting.

Job Description

Job Description

Job Summary The Accounts Payable and Facilities Coordinator is responsible for the implementation and management of all finance related aspects of the FM operations accounting cycle, in accordance with the governance that is established by the finance department, and serves as the liaison between FM operations and finance teams, to ensure the consistent and accurate accounting of all expenditures that drive the accrual and forecasting process.

Additionally, the position provides support and assistance to the facility management team, to ensure accurate end of period reporting.

Duties and Responsibilities:

Review, monitor, and analyze expenditures, daily, utilizing the “Spend Tracker” tool Drive the month end accrual and forecasting process

Assist with variance analysis and reporting, actual vs. forecast

Generate financial reports, to support the accrual process

Monitor the “Account Payables Exceptions Folder, daily, and work with the appropriate stakeholders to resolve all invoice discrepancies

Manage the entire Purchase Order process, including the review of the “Open PO Report”, to ensure the timely receipt and submission of vendor invoices

As a general rule, ensure open POs are closed, with ninety (90) days Assist with the budget development process

Develop a weekly cadence, through collaborative discussions, meetings and other forms of communication, to ensure alignment in messaging and reporting

Ensure the receipt of all required documentation, prior to recording accruals

Address client inquiries and concerns, ensuring timely and effective problem resolution

Maintain on-going communication with all stakeholders

Requirements:

Communication Proficiency (oral and written)
Customer Focus Initiative Sense  of Urgency Multi-Tasking Detail Oriented Financial Knowledge Time Management Skills Team Orientation Scheduled Meetings:

Operations Open PO Meeting (Weekly) – The purpose of this meeting is for the FM and the APFC to discuss PO status, to discuss the plan of action for obtaining statements and invoices for open POs, and to decide when POs are to be closed.

Purchase Order Status Meeting (Monthly) – The purpose of this meeting is for the Sr. Coordinator to provide PO status and action plans to management. The participants are:
Account Director, Regional FMs, Finance, and Sr. Coordinators.

Accrual Meeting (Monthly) – The purpose of this meeting is for the APFC to share with the FMs its initial list of expenses to be accrued. After alignment is achieved and supporting documentation identified, the draft accrual list is provided to Finance, to develop the final accrual template.

Forecast Meeting (Monthly) – The purpose of this meeting is for the APFC and FM to discuss and document the anticipated expenditures for future accounting periods, planned and unplanned.

WORK ENVIRONMENT This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS The physical demands described here are representative of those…