Coordinator, Facilities and S3 Administration

Financial Coordinator, Facilities & S3 Administration

Culver City, CA (On-site) Budgeted until 12/18/2026 with potential to extend / convert Pay Rate: $30.00/hour

About the Opportunity

Join a global leader in entertainment where creativity, innovation, and world-class production come together. This role supports the day-to-day financial and operational functions that keep a major studio campus running efficiently. Working closely with Facilities, Backlot Operations, Finance, and Production support teams, you'll play a key role in payroll administration, budgeting, purchasing, financial reporting, and systems management. This is an excellent opportunity for someone who enjoys analyzing data, improving processes, collaborating across departments, and supporting a fast-paced operational environment.

What You'll Do

Financial & Budget Administration

• Monitor departmental and project spending and prepare Budget vs. Actual reports with variance analysis.
• Assist with annual operating and capital budget planning.
• Support monthly financial close by preparing journal entries, accruals, and account reconciliations.
• Reconcile financial information between Archibus and SAP.
• Prepare labor and maintenance reporting for department leadership.

Payroll & Labor Administration

• Process union payroll using UKG.
• Review, audit, and maintain labor hours within Archibus.
• Process onboarding paperwork for union employees.
• Prepare labor reclassification and correcting journal entries.
• Audit timekeeping records to ensure accuracy and policy compliance.

Job Costing & Billing

• Track labor, material, and vendor costs for job costing purposes.
• Collect and reconcile billable labor and materials for Backlot trade services.
• Prepare service billing journals and client billing for utilities such as stage power usage.
• Research and resolve billing discrepancies.
• Reconcile Backlot trade purchases and expendable costs.

Purchasing & Accounts Payable

• Create purchase requisitions, blanket purchase orders, and payment requests.
• Process invoices and quotes within Ariba.
• Submit Vendor Maintenance Requests and ensure purchasing compliance.
• Coordinate with Accounts Payable, vendors, and internal clients regarding payment status and invoice inquiries.

Systems & Reporting

• Create and manage Archibus work requests.
• Serve as a department resource for SAP, Ariba, Archibus, UKG, TAAS, and related systems.
• Train and support users on financial systems and reporting tools.
• Maintain data integrity across multiple systems.
• Produce recurring and ad hoc operational and financial reports.

Administrative Support

• Partner with Finance and operating departments to resolve accounting questions.
• Participate in Facilities and S3 departmental meetings.
• Support management with research, reporting, and special projects.
• Maintain confidentiality of financial and personnel information.

Qualifications

Required

• Bachelor's degree in Business, Finance, Accounting, or a related field preferred. Equivalent work experience will also be considered.
• 4-6+ years of administrative, financial, accounting, or analytical experience.
• Strong knowledge of accounting principles, budgeting, financial reporting, and variance analysis.
• Advanced Microsoft Excel skills with the ability to analyze and report on large data sets.
• Excellent organizational, analytical, and problem-solving abilities.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities while meeting deadlines with exceptional attention to detail.

Preferred

• Experience supporting Facilities, Construction Trades, union environments, or the entertainment industry.
• Experience with SAP, Ariba, Archibus, UKG, TAAS, or similar enterprise systems.
• Knowledge of job costing, purchasing, payroll processing, and facilities operations.