Accounting Coordinator

Accounting Coordinator

Facilities Services seeks a detail oriented and customer focused financial professional to support a wide range of transactional and reconciliation activities within the department. Reporting to the Accounting and Business Manager, the Accounting Coordinator will process invoices and employee reimbursements and reconcile purchase card activity. The position will audit and submit financial documentation, ensure expenditures are accurate and properly allocated, and help maintain compliance with university policies.

This position plays a key role in supporting internal reconciliation processes, maintaining accurate financial records across multiple systems, and contributing to the overall integrity and efficiency of Facilities Services
¿ financial operations.

Education and Experience - 3-5 years
¿ experience in accounting/administrative role which should include financial transaction exposure and experience.

Demonstrated experience with IBM Maximo or similar CMMS platforms supporting work order lifecycle management, inventory control, procurement inquiry, invoice inquiry, and reconciliation processes preferred People Soft Financials or similar systems for purchase orders, receivables, travel & expense and financial transaction processing.

Skills and Knowledge
- Advanced proficiency in Microsoft Office with strong expertise in Excel (Pivot Tables, XLOOKUP/VLOOKUP, data validation) and working knowledge of Outlook and Word.

Hands-on experience with electronic signature and document management systems supporting digital form creation, approval workflows and document lifecycle management.

Experience utilizing reporting and business intelligence tools (e.g., Tableau, BI Publisher, or similar) to execute queries, generate reports, and analyze data; report development preferred.

Responsibilities
- Financial Transaction Processing & Support Review, verify, and submit required documentation for credit card transactions and employee reimbursements submitted by Facilities Services staff.

Receive, review, validate and route incoming invoices; send approved invoices to Disbursements and maintain electronic filing systems.

Monitor blanket purchase order activity and identify invoices requiring transfer to billable work orders.

Review vendor statements, resolve discrepancies, and obtain outstanding invoices; escalate overdue or unresolved accounts to management.

Work Order, Inventory, and System Coordination Verify work order budget approvals within the Work Order Management System to support timely dispatch scheduling.

Assist manager with quarterly inventory audits and related reconciliations.

Receive purchase orders as requested and assign inventory to the proper storeroom and work orders as needed.

Reporting & Continuous Improvement Review and validate financial integration data; reconcile to the general ledger and report/escalate discrepancies to management.

Execute queries and perform research to help resolve inquiries from other University departments.

Utilize automated audit reports to identify issues, propose solutions, and support accurate system operations, accuracy, and data integrity.

Collaborate with Facilities Services Accounting leadership and IT to identify process‑improvement opportunities, develop new queries that strengthen data‑driven decision‑making, and suggest communication enhancements as needed.

Customer Service & Administrative Support Communicate with University departments to research inquiries.

Provide implementation support to Facilities staff during the rollout of new University accounting practices.

Other duties as assigned