Expense Administrator

Barnes & Noble • New York, NY

5d

About The Position

The Expense Administrator for the Facilities Department reviews, analyzes, approves, and processes invoices through ServiceChannel and Concur. The role researches invoice issues in partnership with the appropriate department manager and works closely with the Senior Facilities Analyst to ensure timely invoice submission, efficient workflows, and timely documentation of accounting and final payments to providers. The position also serves as the primary contact for prospective vendors, responds to their communications, and maintains a current, thorough vendor database.

The position supports Barnes & Noble and Paper Source stores, reviewing supply, maintenance, and service invoices and ensuring invoice details and supporting documentation are accurate and complete.

Requirements

• Excellent presentation and communication skills, with the ability to adapt communication style to the situation and audience.
• Technical organization skills.
• Ability to manage multiple projects simultaneously in a high-volume environment and meet deadlines.
• Sound decision-making skills in changing conditions.
• Bachelor’s degree and a proven background in accounting.
• Exceptional knowledge of Excel.
• Working knowledge of Word, PowerPoint, and Outlook.
• Exposure to databases such as Access.

Responsibilities

• Serve as the primary point of contact for vendors and ensure invoice accuracy, including the correct Barnes & Noble bill-to address and compliance with contract terms for work performed.
• Review, analyze, and approve supply, maintenance, and service invoices for Barnes & Noble and Paper Source stores in Concur and ServiceChannel.
• Upload and process department invoices in Concur, obtain required backup documentation and spend requests, and confirm vendors receive payment.
• Partner with department members to resolve issues and ensure approval levels are completed on time.
• Prepare invoice reports from ServiceChannel and Concur by vendor, area, or other categories, and follow up on variances as needed.
• Respond to prospective vendors and maintain a complete, current database of prospective vendors in real time.
• Research invoice issues with the appropriate department manager.
• Coordinate with the Senior Facilities Analyst to support timely invoice submission and document accounting and final payments to providers.

Benefits

• Employee discount
• Employee Assistance Program (EAP)
• Sick pay
• Paid time off
• Paid maternity and parental leave
• Company-paid holidays
• Transit benefits
• 401(k) with company match
• Medical, dental, and vision insurance
• Healthcare and dependent care spending accounts
• Disability benefits
• Life insurance
• Tuition reimbursement

What This Job Offers

• Job Type: Full-time