Accounting Coordinator

About the Role

Facilities Services seeks a detail-oriented and customer-focused financial professional to support a wide range of transactional and reconciliation activities within the department. Reporting to the Accounting and Business Manager, the Accounting Coordinator will process invoices, employee reimbursements, and reconcile purchase card activity. This position plays a key role in maintaining accurate financial records, ensuring compliance with university policies, and contributing to the overall integrity and efficiency of Facilities Services’ financial operations.

Responsibilities

• Review, verify, and submit required documentation for credit card transactions and employee reimbursements.
• Receive, review, validate, and route incoming invoices; send approved invoices to Disbursements and maintain electronic filing systems.
• Monitor blanket purchase order activity and identify invoices requiring transfer to billable work orders.
• Review vendor statements, resolve discrepancies, and obtain outstanding invoices; escalate overdue or unresolved accounts to management.
• Verify work order budget approvals within the Work Order Management System to support timely dispatch scheduling.
• Assist manager with quarterly inventory audits and related reconciliations.
• Receive purchase orders and assign inventory to the proper storeroom and work orders as needed.
• Review and validate financial integration data; reconcile to the general ledger and report/escalate discrepancies to management.
• Execute queries and perform research to help resolve inquiries from other University departments.
• Utilize automated audit reports to identify issues, propose solutions, and support accurate system operations, accuracy, and data integrity.
• Collaborate with Facilities Services Accounting leadership and IT to identify process-improvement opportunities and develop new queries.
• Communicate with University departments to research inquiries.
• Provide implementation support to Facilities staff during the rollout of new University accounting practices.

Qualifications

• 3-5 years of experience in an accounting/administrative role with financial transaction exposure.
• Demonstrated experience with IBM Maximo or similar CMMS platforms supporting work order lifecycle management, inventory control, procurement inquiry, invoice inquiry, and reconciliation processes preferred.
• Experience with PeopleSoft Financials or similar systems for purchase orders, receivables, travel & expense, and financial transaction processing.

Skills

• Advanced proficiency in Microsoft Office, particularly Excel (PivotTables, XLOOKUP/VLOOKUP, data validation), and working knowledge of Outlook and Word.
• Hands-on experience with electronic signature and document management systems supporting digital form creation, approval workflows, and document lifecycle management.
• Experience utilizing reporting and business intelligence tools (e.g., Tableau, BI Publisher) to execute queries, generate reports, and analyze data; report development preferred.

Location: Syracuse, NY

Employer: Syracuse University