Work Order and Accounting Specialist

Stanford University•Redwood City, CA

23h

About The Position

Stanford University, Department of Land, Buildings & Real Estate (LBRE) is committed to the preservation and enhancement of Stanford’s campus and adjoining lands and constructs and maintains the facilities in which advancements across the academic spectrum are made possible. LBRE takes pride in the care and stewardship of the 8,100+ acres that make Stanford the special place that it is. Job Overview: The Finance department within LBRE seeks a detail-oriented accountant to ensure accurate work order billing, and consistent clearing account reconciliation. The ideal candidate will have education and experience in billing, accounting, purchasing, and business administration, in a facilities maintenance organization, including proven experience in project and program management. The candidate must be a highly self-motivated and effective individual, with the ability to manage multiple programs in a complex and dynamic work environment. Finance team encourages and supports collaborative teamwork, as well as individual initiative and leadership, in order to fulfill its mission to support LBRE departments with creative, innovative processes, reporting tools, and exceptional customer service.

Requirements

Bachelor’s degree and 4 years of relevant experience, or combination of education and relevant experience.
Demonstrated planning, organizational and analytical skills.
Demonstrated ability to make sound business decisions using good judgement and innovative and creative problem solving.
Excellent interpersonal and communication skills, with the ability to cultivate professional and business partnerships.

Nice To Haves

Demonstrated success in implementing programs and projects to improve business process at a large commercial, industrial, or educational facility.
Demonstrated problem solving and decision-making skills to effectively solve and respond to complicated requests.
Knowledge of project management principles and practices, especially as related to development of computerized business processes.
Demonstrated skill in the use of the Microsoft Office suite, particularly Excel, along with database, project management and process flow programs.
Strong organizational, time management and project management skills, with the ability to support multiple projects of various types at different stages with an emphasis on accuracy and meeting milestones and deadlines.
Excellent customer service skills.

Responsibilities

Subject matter expert for work order billing and reconciliation.
Interpret, implement, and ensure compliance with policies and regulations.
Resolve complex issues that often span organizational boundaries.
Run, maintain, reconcile, review, combine, analyze and validate financial data sets, utilizing financial reports, financial databases, and key financial information often from multiple systems.
Assist in the development and management of outreach strategies that include relationship development, communications, and compliance.
Collaborate with the Financial Planning & Analysis (FP&A) team to ensure the accuracy and timeliness of the billing process.
Systematically document and update business processes to ensure operational consistency and support audit requirements.
Reconcile and bill back work orders following established procedures, using Oracle eAM WebADI.
Ensure timely, accurate monthly and year-end reconciliation of the following clearing accounts for Work Order resource transactions Fleet Garage Service Architectural Trades, Mechanical, Electrical, Plumbing, Grounds, and Machine Service DMV Registration Specialty Services Custodial
Monitor the building tracker for price adjustments
Calculate quarterly performance fee
Support Adhoc billing questions Garbage Roofing Pest Control Elevator
Address process gaps that affect the work order billing process.
Serve as the Work Order Subject Matter Expert for Facilities Operations maintenance activity.
Collaborate with departments and suppliers as needed to resolve open issues related to billing, payment or purchasing for work order related requisitions.
Manage work order related PCARD transactions
Enhance and improve the current work order billing process.
Identify opportunities, develop plans, and lead change management efforts for process improvement.
Develop and sustain a knowledge base of process documentation to support training and continuous improvement initiatives.