Facilities Budget Coordinator

With moderate supervision, perform a variety of standard Facilities bookkeeping and accounting tasks, applying accepted procedures to the preparation and maintenance of accounting and other records.

Oversee the building vendors’ financial data and accounting practices across all LOBs

On average, create and track 1,000+ purchase orders on an annual basis

Manage several subsidiary accounts by verifying, allocating, and posting transactions to building general ledger accounts across all LOBs

Main, include: ordering shopping carts, purchase order (PO) management and tracking, processing and confirming invoices, working with suppliers on delinquent invoicing

Work with Construction Managers and Facilities Specialist to ensure that accurate budget tracking, invoice management, and accurate PO management are considered for new and existing projects

Ensure that all financial and transactional data are inputted accurately into accounting workbooks and SRM to ensure accurate financial records and reports

Track cash flow to invoices that are delayed and follow up on vendors’ payments on a routine basis to ensure Facilities budget workbooks are kept meticulously accurate

Maintain the records for fixed assets, including depreciation, purchase, and sale of assets

Manage VIM invoicing, review, code, and approve non-PO invoices; problem-solve incoming invoices

Work closely with finance partner to track assets and depreciation

Job Specifications

Typically has the following skills or abilities:

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 to make arithmetic computations accurately

Excellent organizational skills and the ability to meet tight deadlines 10-key by touch (7,000 ksph)

Ability to key both alpha and numeric (6,000 ksph)

Clean credit history as reported by credit report

For roles that are remote (i.e., Work From Home (WFH)) or hybrid (i.e., partial onsite at a VSP location and WFH), must demonstrate a high level of engagement in virtual environments, including maintaining camera presence during meetings to support effective communication and team alignment

Preferred Skills

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 with the ability to research issues, resolve discrepancies, and independently drive items to completion.

Proven ability to build effective partnerships with vendors and cross-functional teams, including Procurement and Finance, through strong communication and coordination skills.

Demonstrated ownership, accountability, adaptability, and attention to detail while managing priorities in a fast-paced environment.

Experience managing the full purchase order lifecycle, including PO creation, change orders, tracking, reconciliation, invoice management, construction pay applications and financial closeout.

Demonstrated ability to research, reconcile, and resolve financial discrepancies involving vendor statements, aging invoices, PO balances, coding issues, and payment discrepancies.

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Compensation range for the role is listed below. Applicable salary ranges may differ across markets.Actual pay will be determined based on experience and other job-related factors permitted by law. As a part of the compensation package, this role may include eligible bonuses and commissions. For more information regarding VSP Vision benefits, please click here.

Salary Ranges: $17.85 - $25.99

Unincorporated LA County Residents: Qualified Applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act, and any other similar laws.

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