Finance Administrator

Cushman & Wakefield•Needham, MA

1d•$68,000 - $80,000

About The Position

The Finance Administrator supports the financial and operational performance of the Facilities Hub by administering accounts payable and receivable, billing, purchase orders, client master data, and financial reporting. The role acts as a liaison among clients, vendors, Corporate Finance, and Facilities Hub operations to support accurate financial processing, timely invoicing, revenue recognition, expense management, and customer service. Responsibilities include managing purchase orders and billing processes, analyzing expenses and revenue, authorizing client invoices based on completed work and validated expenses, monitoring accruals, conducting reconciliations, and assisting with month-end close. The Finance Administrator maintains client and vendor records across business systems, responds to billing inquiries, tracks outstanding receivables, and works with vendors to address discrepancies and documentation or payment issues. The position also maintains and reports on financial and operational information in CMMS and related systems, supports the startup of client services, identifies process improvements, and provides administrative and financial support to Facilities Hub management and leadership.

Requirements

Associate's degree in Accounting, Finance, Business Administration, or a related field; equivalent work experience may be considered.
At least 2 years of experience in financial administration, billing, accounts payable, accounts receivable, accounting support, or related functions.
Experience managing purchase orders, invoicing processes, and financial reconciliations.
Proficiency with Microsoft Office Suite, particularly Excel, including pivot tables, VLOOKUP/XLOOKUP, and financial reporting.
Strong organizational skills and exceptional attention to detail and accuracy.
Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.
Strong written and verbal communication skills and a customer-focused approach.
Ability to analyze financial data and resolve discrepancies independently.

Nice To Haves

Bachelor's degree in Accounting, Finance, Business Administration, or a related discipline.
Experience supporting facilities management, maintenance services, integrated facilities management (IFM), property management, or service-based operations.
Experience with CMMS platforms such as Corrigo, ServiceChannel, Maximo, Archibus, or similar systems.
Knowledge of general accounting principles, billing processes, and month-end close activities.
Experience with ERP or financial management systems.

Responsibilities

Manage the full lifecycle of accounts payable and accounts receivable activities for Facilities Hub clients.
Create, maintain, and monitor purchase orders for client services and vendor payments.
Analyze expenses and revenue to ensure proper expense allocation and adherence to matching principles.
Coordinate billing activities, including preparing and submitting billing upload files and supporting documentation.
Authorize client invoicing based on completed work orders and validated expenses.
Monitor and track accruals by obtaining outstanding vendor invoices.
Conduct monthly financial reconciliations and assist with month-end close activities.
Generate financial reports and provide analysis to support operational and financial decision-making.
Maintain accurate client master data and Facilities Hub client records across multiple systems.
Submit and manage master data forms to establish and update client locations within CMMS platforms.
Serve as a primary contact for client billing inquiries and resolve issues in a timely, professional manner.
Track outstanding accounts receivable balances and provide regular status updates to Corporate Finance.
Support vendor compliance by ensuring timely invoice submission and adherence to invoicing requirements.
Work with vendors to resolve billing discrepancies, missing documentation, and payment-related issues.
Maintain accurate financial and operational information within CMMS and related business systems.
Generate, analyze, and distribute reports from CMMS platforms and internal financial systems.
Ensure data integrity across client, vendor, billing, and financial records.
Identify opportunities for process improvements and increased operational efficiency.
Coordinate the startup and implementation of new client services with site contacts, vendors, operations teams, and internal stakeholders.
Provide customer support, troubleshoot issues, and escalate concerns as appropriate.
Partner with Facilities Hub management and team members to support business objectives.
Assist with special projects, business initiatives, and process improvement efforts as assigned.
Perform additional administrative and financial duties as requested by the Administrative Services Supervisor or Facilities Hub leadership.