Expense Administrator

Barnes & Noble • New York, NY

3d

About The Position

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.

Requirements

• 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.

Nice To Haves

• 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.

Responsibilities

• Act as main point of contact directly for vendors.
• Responsible for ensuring 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 ServiceChannel.
• 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 ServiceChannel 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.

Benefits

• Employee Discount
• EAP
• Sick Pay
• Paid Time Off
• paid Maternity and Parental Leave
• Company Paid Holidays
• Transit
• 401(k) with Company Match
• Comprehensive Health Benefits (Medical, Dental and Vision)
• Healthcare and Dependent Care Spending Accounts
• Healthcare Spending Account
• Disability Benefits
• Life Insurance
• Tuition Reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level