Facilities Budget Coordinator

VSP Vision Care•Cynthian, OH

2d•$16 - $23

About The Position

With moderate supervision, the Facilities Budget Coordinator performs standard facilities bookkeeping and accounting tasks using accepted procedures to prepare and maintain accounting and other records. The role oversees building vendors’ financial data and accounting practices across all lines of business and creates and tracks more than 1,000 purchase orders annually. The coordinator manages subsidiary accounts by verifying, allocating, and posting transactions to building general ledger accounts. Duties include ordering shopping carts, managing and tracking purchase orders, processing and confirming invoices, and following up with suppliers on delinquent invoices. The role works with Construction Managers and Facilities Specialists to support accurate budget tracking, invoice management, and purchase-order management for new and existing projects. The position ensures financial and transactional data is accurately entered into accounting workbooks and SRM, tracks cash flow related to delayed invoices, and routinely follows up with vendors on payments. It also maintains fixed-asset records, including depreciation, purchases, and sales; manages VIM invoicing; reviews, codes, and approves non-PO invoices; resolves incoming invoice issues; and partners with Finance to track assets and depreciation.

Requirements

One to two years of experience in an accounting environment.
Knowledge of clerical or construction bookkeeping principles and practices.
Ability to perform detailed work with numerical data and make arithmetic computations accurately.
Excellent organizational skills and ability to meet tight deadlines.
10-key by touch at 7,000 ksph.
Ability to key both alpha and numeric data at 6,000 ksph.
Clean credit history as reported by a credit report.
For remote or hybrid roles, ability to demonstrate high engagement in virtual environments, including maintaining camera presence during meetings.

Nice To Haves

Experience supporting Facilities, including Retail and Commercial Construction, Facilities Maintenance, Property Management, or similar operational environments.
Experience with SAP, Coupa, VIM, Smartsheet, FEXA, Microsoft 365, and advanced Excel for financial tracking, reporting, reconciliation, and analysis.
Strong analytical and problem-solving skills, including researching issues, resolving discrepancies, and independently driving items to completion.
Ability to build effective partnerships with vendors and cross-functional teams, including Procurement and Finance, through strong communication and coordination.
Ownership, accountability, adaptability, and attention to detail while managing priorities in a fast-paced environment.

Responsibilities

Oversee building vendors’ financial data and accounting practices across all lines of business.
Create and track more than 1,000 purchase orders annually.
Manage subsidiary accounts by verifying, allocating, and posting transactions to building general ledger accounts.
Order shopping carts and manage and track purchase orders.
Process and confirm invoices and work with suppliers on delinquent invoicing.
Coordinate with Construction Managers and Facilities Specialists to ensure accurate budget tracking, invoice management, and purchase-order management for new and existing projects.
Enter financial and transactional data accurately into accounting workbooks and SRM to maintain accurate financial records and reports.
Track cash flow related to delayed invoices and routinely follow up with vendors on payments.
Maintain fixed-asset records, including depreciation, purchases, and sales.
Manage VIM invoicing; review, code, and approve non-PO invoices; and troubleshoot incoming invoices.
Work with a Finance partner to track assets and depreciation.