U.S. Facilities, Inc., a premier provider of building maintenance and infrastructure services, is seeking a detail-oriented Finance Coordinator to support operations in Tarrytown, NY, and Sleepy Hollow, NY. This is an excellent opportunity for a finance professional who enjoys supporting operational leaders, coordinating financial administration, maintaining accurate records, tracking budgets and costs, and helping ensure that purchasing, invoicing, billing, documentation, and financial processes are timely, accurate, organized, and aligned with contractual, client, and company requirements.
Please note: This opportunity is associated with a pending Request for Proposal (RFP). While we are actively identifying qualified candidates, any offer of employment and onboarding would be contingent upon U.S. Facilities, Inc. being awarded the contract.
The Finance Coordinator supports financial controls, reporting, cost tracking, budget documentation, and day-to-day financial coordination for the assigned operations. This position requires strong attention to detail, sound judgment, confidentiality, clear communication, and the ability to manage multiple administrative and financial priorities in a fast-paced service environment.
Essential Duties and Responsibilities
- Coordinate and support financial activities for assigned facilities management operations, including purchasing, invoicing, billing, reporting, budget tracking, and cost documentation.
- Process, organize, and document purchase requests, payment requisitions, invoices, chargebacks, and related financial records.
- Initiate purchase orders and monitor them through the full procurement lifecycle, including approvals, updates, change orders, and completion of supporting documentation.
- Maintain organized documentation of purchasing activities, approvals, invoices, receipts, change orders, vendor records, and financial correspondence.
- Assist with budget tracking by monitoring actual spend against budget, identifying potential variances, and providing status updates to appropriate leadership.
- Prepare, review, and communicate financial reports, budget summaries, cost reports, chargebacks, accruals, and other financial documentation as needed.
- Support monthly, quarterly, and annual financial reporting requirements.
- Assist with month-end close activities, including invoice tracking, accrual support, reconciliation, reporting, and follow-up on outstanding financial items.
- Monitor expenses, purchase order balances, vendor invoices, and project-related costs to support accurate financial tracking.
- Coordinate with vendors and subcontractors regarding invoices, payment status, documentation requirements, and billing questions.
- Partner with operations leadership to ensure purchases, work orders, vendor costs, and project expenses are properly documented and coded.
- Support financial review meetings by preparing reports, summaries, documentation, and data needed for operational and client discussions.
- Identify potential cost savings, process improvements, billing efficiencies, and opportunities to strengthen documentation and financial coordination.
- Ensure financial transactions and supporting documents comply with company policies, client requirements, contractual obligations, and applicable approval processes.
- Maintain confidentiality of financial, employee, vendor, client, and company information.
- Respond to internal and external financial inquiries promptly, accurately, and professionally.
- Collaborate with accounting, finance, procurement, payroll, operations, and client stakeholders to resolve financial discrepancies or documentation gaps.
- Support audit requests by gathering backup documentation, reports, approvals, invoices, and related records.
- Track open financial items to resolution and escalate concerns, delays, or risks to appropriate leadership.
- Perform other related duties as assigned based on business needs, client requirements, and operational priorities.
Minimum Qualifications
- High school diploma or equivalent required.
- Minimum of three years of experience in financial coordination, accounting support, billing, procurement, purchasing, operations finance, or a similar role.
- Experience supporting financial processes in a facilities management, maintenance, construction, public sector, life sciences, manufacturing, or service-based operating environment preferred.
- Proficiency with accounting software, purchasing systems, reporting tools, and daily financial entries.
- Demonstrated experience managing billing cycles, invoices, purchase orders, payment requisitions, and financial documentation.
- Experience preparing financial reports, summaries, and supporting documentation for leadership review.
- Strong working knowledge of Microsoft Office programs, including Excel, Outlook, Word, and PowerPoint.
- Strong organizational, analytical, and problem-solving skills.
- Strong attention to detail and accuracy in financial documentation, reporting, data entry, and reconciliation.
- Excellent verbal and written communication skills.
- Ability to work collaboratively with leadership, operations teams, finance, procurement, vendors, subcontractors, clients, and other stakeholders.
- Ability to manage deadlines, shifting priorities, and high-volume financial activity.
- Ability to maintain confidentiality and handle sensitive information appropriately.
Preferred Qualifications
- Associate degree or bachelor’s degree in accounting, finance, business administration, or a related field.
- Experience with computerized maintenance management systems, procurement platforms, enterprise resource planning systems, or client financial systems.
- Experience supporting budget tracking, accruals, cost documentation, project cost reporting, and variance review.
- Experience working with purchase orders, change orders, vendor invoices, chargebacks, and contract-based billing.
- Experience supporting union payroll documentation, labor tracking, or service contract administration.
- Advanced Excel skills, including formulas, pivot tables, reconciliations, and financial analysis.
Physical and Work Environment Requirements
- Work is generally performed in an office or facilities operations environment.
- Must be able to sit, stand, use a computer, review documents, communicate by phone or email, and perform standard office tasks for extended periods.
- May occasionally walk through facility areas or attend site meetings as needed.
- May occasionally lift or move office supplies, files, or materials consistent with general administrative work.
- Must comply with all site safety, security, training, and access requirements.
- May be required to support urgent financial, reporting, or operational needs outside of regular business hours depending on business or client requirements.
U.S. Facilities, Inc. provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment of any type, including but not limited to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
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