Procurement/Facilities Coordinator

Company: Aston Carter
Location: Sunnyvale
Posted on: June 15, 2022

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