Business Operations Specialist 3 (5-7 Years)

Aston Carter•Oro Valley, AZ

20h•Onsite

About The Position

The Business Operations Specialist 3, acting as a Financial Facilities Coordinator, supports the successful execution of Facilities and Site Services by coordinating key financial and operational tasks. This role provides financial support to Facilities and Site Services, Security, and SHE teams, and partners closely with the finance department to produce timely and accurate financial statements. The position focuses on managing purchase orders, monitoring expenses against budgets, supporting audits, and delivering clear financial insights to stakeholders. The ideal candidate brings a proactive, solutions-oriented mindset, enjoys tackling new challenges, and consistently promotes a Quality First Time culture.

Requirements

Bachelor’s degree in Finance, Accounting, Engineering, or Business Management.
3–5 years of experience in cost control, project management, or financial analysis.
Experience in industry environments such as construction, oil and gas, or manufacturing is preferred.
Proficiency in ERP systems such as SAP, Oracle, or Microsoft Dynamics.
Advanced Microsoft Excel skills, including pivot tables, VLOOKUPs, and macros.
Ability to interpret complex data sets and translate them into actionable business insights.
Strong ability to explain financial concepts to non-financial stakeholders in a clear and concise manner.
Demonstrated experience with purchase order entry, expense analysis, and financial reporting.
Strong organizational skills with the ability to manage multiple tasks and priorities in a dynamic environment.
Excellent written and verbal communication and presentation skills.
Proven ability to work collaboratively and influence cross-functional teams.

Nice To Haves

Hands-on experience using My Buy or similar procurement and purchasing systems.
Practical experience with Google Workspace tools, including Google Sheets, Google Slides, and Google Sites, for reporting and collaboration.
Familiarity with facilities management, site services operations, or SHE and Security support functions.
Experience supporting internal and external audits and working within established compliance frameworks.
Ability to maintain budget variance within defined thresholds and contribute to accurate cost forecasting.
Track record of identifying cost-saving opportunities and reducing operational inefficiencies.
A proactive, solutions-oriented attitude with a strong desire to tackle new challenges.
Comfort working across different departments and building strong cross-functional relationships.

Responsibilities

Utilize current operating systems and tools such as My Buy, Google Workspace applications (Google Sites, Google Sheets, Google Slides), SAP, and Microsoft Windows to organize Facilities and Site Services information and execute tasks and communications.
Enter purchase orders into the My Buy system for all relevant departments, including Site Services, Facilities, Engineering, PMO, SHE, and Security, and send confirmed and approved purchase orders to suppliers as required.
Develop and maintain Google Sheets reports to manage financial expenses of all purchase orders and ensure compliance with annual budgets.
Support compliance and audit activities by ensuring adherence to company policies and statutory requirements, and provide documentation and data for internal and external audits as needed.
Provide analysis and support for the month-end close process, including preparation of accruals for the finance department.
Assist in prioritizing and allocating resources across the facilities and site services portfolio to support a financially sustainable operation.
Manage and process payments for campus-related obligations, including property taxes, HOA payments, and lease payments on monthly, quarterly, and yearly schedules.
Collaborate closely with the Legal department on updates and changes to lease agreements and related financial terms.
Enter new hire information into the External Partner Portal and coordinate related IT and Security requests to support onboarding.
Order departmental office supplies and campus-wide supplies such as paper products and related items to ensure smooth daily operations.
Translate complex financial data into clear, actionable insights and presentations for diverse stakeholders across facilities, security, SHE, and finance.
Support and promote compliance within facilities management, financial management, and operational procedures.
Navigate both strategic and operational tasks effectively while adapting to rapidly shifting priorities.
Influence and work effectively with different teams and functions across the organization and within the broader finance community to support shared goals.
Monitor and contribute to key performance indicators such as budget variance, forecast accuracy, reporting timeliness, and cost savings through identification of inefficiencies and reduction of waste.