Procurement/Facilities Coordinator
Company: Aston Carter
Location: Sunnyvale
Posted on: June 15, 2022
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Job Description:
Job Summary The Sr. Coordinator is responsible for the
implementation and management of all finance related aspects of the
FM operations accounting cycle, in accordance with the governance
that is established by the finance department, and serves as the
liaison between FM operations and finance teams, to ensure the
consistent and accurate accounting of all expenditures that drive
the accrual and forecasting process. Additionally, the position
provides support and assistance to the facility management team, to
ensure accurate EOP reporting. Duties and Responsibilities: -
Review, monitor, and analyze expenditures, daily, utilizing the
"Spend Tracker" tool - Drive the month end accrual and forecasting
process - Assist with variance analysis and reporting, actual vs.
forecast - Generate financial reports, to support the accrual
process - Create purchase orders (PO), as requested, in accordance
to established process and policy, including the attachment of
Scope Documentation and purchase order Terms & Conditions - Monitor
the "Account Payables Exceptions Folder, daily, and work with the
appropriate stakeholders to resolve all invoice discrepancies -
Manage the entire Purchase Order process, including the review of
the "Open PO Report", to ensure the timely receipt and submission
of vendor invoices - As a general rule, ensure open POs are closed,
with ninety (90) days - Assist with the budget development process
- Develop a weekly cadence, through collaborative discussions,
meetings and other forms of communication, to ensure alignment in
messaging and reporting - Ensure the receipt of all required
documentation, prior to recording accruals - Address client
inquiries and concerns, ensuring timely and effective problem
resolution - Maintain on-going communication with all stakeholders
Requirements: - Communication Proficiency (oral and written) -
Customer Focus - Initiative - Sense of Urgency - Multi-Tasking -
Detail Oriented - Financial Knowledge - Time Management Skills -
Team Orientation Scheduled Meetings: Operations Open PO Meeting (
Weekly ) - The purpose of this meeting is for the FM and the Sr.
Coordinator to discuss PO status, to discuss the plan of action for
obtaining statements and invoices for open POs, and to decide when
POs are to be closed. Purchase Order Status Meeting ( Monthly ) -
The purpose of this meeting is for the Sr. Coordinator to provide
PO status and action plans to management. The participants are:
Account Director, Regional FMs, Finance, and Sr. Coordinators.
Accrual Meeting ( Monthly ) - The purpose of this meeting is for
the Sr. Coordinator to share with the FMs its initial list of
expenses to be accrued. After alignment is achieved and supporting
documentation identified, the draft accrual list is provided to
Finance, to develop the final accrual template. Forecast Meeting (
Monthly ) - The purpose of this meeting is for the Sr. Coordinator
and FM to discuss and document the anticipated expenditures for
future accounting periods, planned and unplanned. About Aston
Carter: At Aston Carter, we're dedicated to expanding career
opportunities for the skilled professionals who power our business.
Our success is driven by the talented, motivated people who join
our team across a range of positions - from recruiting, sales and
delivery to corporate roles. As part of our team, employees have
the opportunity for long-term career success, where hard work is
rewarded and the potential for growth is limitless. Established in
1997, Aston Carter is a leading staffing and consulting firm,
providing high-caliber talent and premium services to more than
7,000 companies across North America. Spanning four continents and
more than 200 offices, we extend our clients' capabilities by
seeking solvers and delivering solutions to address today's
workforce challenges. For organizations looking for innovative
solutions shaped by critical-thinking professionals, visit Aston
Carter is a company within Allegis Group, a global leader in talent
solutions. The company is an equal opportunity employer and will
consider all applications without regards to race, sex, age, color,
religion, national origin, veteran status, disability, sexual
orientation, gender identity, genetic information or any
characteristic protected by law. If you would like to request a
reasonable accommodation, such as the modification or adjustment of
the job application process or interviewing process due to a
disability, please call 888-237-6835 or email for other
accommodation options. However, if you have questions about this
position, please contact the Recruiter located at the bottom of the
job posting. The Recruiter is the sole point of contact for
questions about this position.
Keywords: Aston Carter, Sunnyvale , Procurement/Facilities Coordinator, Other , Sunnyvale, California
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