Facilities Financial Coordinator

Job Summary Reporting to the Accounting Manager, the Facilities Financial Coordinator will support the day‑to‑day financial operations that support the broader Facilities Management Department, including Trades, Custodial, Grounds, and Construction. Key duties involve processing high‑volume vendor invoices, generating purchase orders from approved task orders, and collaborating closely with the Business Office to ensure accurate budget allocation. The Coordinator will oversee the vendor onboarding and documentation, such as W‑9 collection and service agreements, while serving as the primary point of contact for vendor inquiries. Beyond daily transactions, the Coordinator also assists in tracking project costs and preparing quarterly budget reports to support departmental fiscal planning and internal controls. Job Duties 65% - Process vendor and material invoices in support of the Facilities Management Department, including Trades, Custodial Services, Grounds, Transportation, and Stock Room operations. Create purchase orders from approved task orders and collaborate closely with the Business Office to ensure expenses are accurately allocated to appropriate budget accounts. Obtain required approvals and signatures in accordance with established procedures. Assist the Accounting Manager in documenting and maintaining accurate financial and operational processes to ensure consistency. - (Essential) 20% - Support the creation, renewal, and extension of annual vendor contracts, task orders, and service agreements to ensure uninterrupted operational support. Ensure all financial documentation is submitted to the Business Office in a timely manner. Prepare and distribute quarterly budget reports, and assist with the analysis of remaining funds and spending trends to support management decision‑making and fiscal planning. Collaborate with the Accounting Manager to support the implementation of financial best practices, process improvements, and internal controls that enhance operational efficiency and accountability. - (Essential) 10% - Contact vendors if invoice information is inaccurate and obtain new W‑9 information as needed. Coordinate with the Business Office regarding vendor onboarding, W‑9 collection, and contract documentation requirements. - (Essential) 5% - Provide financial support for Planning, Design, and Construction projects as assigned, including assistance with budgeting, purchasing, invoice processing, and project cost tracking. Perform additional duties and responsibilities as assigned by the Accounting Manager to support operational needs. - (Essential) Minimum Qualifications Bachelor’s degree in Finance, Accounting, or a related field, or an equivalent combination of education and professional experience. Three years of experience in accounts payable, purchasing, bookkeeping, budgeting, or administrative financial support. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities. Demonstrated ability to be detail‑oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy. Strong commitment to a quality work product. Demonstrated ability to effectively communicate verbally, in writing, and electronically. Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies. Demonstrated commitment to justice, equity, inclusion & diversity. Demonstrated skill in adapting to and performing work effectively in high‑volume, high‑accountability, confidential environment with multiple and changing priorities. Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner. Ability to self‑motivate and work independently. Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups. Preferred Qualifications Professional certification such as Certified Educational Facilities Professional (CEFP) or Certified Accounts Payable Professional (CAPP). Experience utilizing financial management software, such as Banner, or Computerized Maintenance Management Systems (CMMS) within a higher education environment. EXPECTED HIRING RANGE: $23.00/hr-$25.00/hr #J-18808-Ljbffr Occidental College