Operations Expense Coordinator - Facilities Management

Salary Range
The expected base rate for this Glens Falls, New York, United States-based position is $19.32 to $28.98 per hour. (Exact rate is determined on a case-by-case basis commensurate with experience level, as well as education and certifications pertaining to each position which may be above the listed job requirements).
 

The Impact You Can Make

The Operations Expense Coordinator (OEC) serves as the coordinator of all Facilities and Environmental Services (EVS) operational expenses. The OEC works directly under the Lead Expense Operations Coordinator. You will be maintaining workflow and providing on-the-job training as needed to keep the staff working at an optimum level.

How You Will Fulfill Your Potential (Responsibilities)

• Maintains accurate records of vendors and invoicing, including aging reports, monthly statements payment schedules, deposit requirements.

• Reviews pricing variances and adjust discrepancies on incoming invoices.

• Requisitioning of Purchase Orders to include the follow-up on assigning and distribution to managers and vendors as required.

• Reconciliation of invoice to PO for all department purchases.

• Collection of data to produce accountability reports against department or project budgets.

• Initiates communication with vendors and appropriate personnel to collect missing documentation.

• Works directly with vendors to ensure accurate collection of invoices and the timely payment of these.

• Regularly engages with system AP and Materials Management as well as local Finance department to keep the purchasing resources operational.

• Maintain the integrity of Project budgeting and spending as to the accuracy of information collected and ascribed to entered invoicing, requisitions and reconciliation of accounts.

• Input Invoice data into Workday

What You Bring (Qualifications)

• Education: Associate Degree in Business Management or Financial with 2 years of experience in procurement or accounting. Or 4 years of experience with proven success in payable tracking and reconciliation.

• Experience: Proficiency with Workday managing software preferred or use of another ERP software. Knowledge of facility supplies and vendor dependency preferred but not required.

• Licenses: Valid driver’s license. 

• Skills/Abilities:

  • Excellent verbal and written communication skills
  • Excellent organizational skills with focus on detail and follow-through
  • Proficient in the use of Microsoft Office suite components
  • Record keeping and analytical abilities