Facilities Administration & Finance Sr. Manager

About the role

The Facilities Administration & Finance Sr Manager is a dual-function role that bridges administrative operations with capital project financial oversight. This position ensures efficient, compliant, and fully accountable operations within the Facilities Management team.

Responsibilities

• Track and manage all capital project-related expenses, both self-funded and state-funded, ensuring accuracy, compliance, and timely reporting.
• Process all facilities-related invoices, fines, and violations through Intacct for payment; verify that billed work aligns with approved project scopes and budgets.
• Review invoices for excessive or erroneous billing; communicate discrepancies with Regional Managers and supervisors before approval.
• Enter and manage facilities purchase requests through internal systems.
• Maintain and update comprehensive spreadsheets tracking summonses, invoices, vendors, and capital project activity.
• Support internal and external audits by maintaining detailed, organized financial records and documentation.
• Aid the Director of Facilities Administration with process improvements and special financial initiatives.

Requirements

• Open, close, and troubleshoot all agency Con Ed and National Grid utility accounts; manage turn-off notices and service issues promptly.
• Request, maintain, and monitor Certificates of Insurance (COI) files for vendors and contractors.
• Process annual flood insurance renewal paperwork and maintain associated documentation.
• Attend FDNY hearings and manage related compliance documentation and follow-up.
• Maintain capital project files and departmental central records, databases, and insurance records.
• Maintain and regularly update Excel spreadsheets for vetted vendors and approved contractor lists.
• Monitor and review monthly, quarterly, semi-annual, and annual facility inspections to ensure they are being conducted on schedule.
• Assist and support HQ Facilities personnel as needed; fill in for other Facility Support Staff during absences.
• Collaborate across departments, including Real Estate, Procurement, and Programs, to facilitate smooth operations.
• Complete special projects and other assigned tasks in a timely and professional manner.

Core Competencies

• Financial Acumen: Detail-oriented understanding of expense management, invoice review, and capital project financial compliance.
• Organizational Excellence: Exceptional ability to manage multiple workstreams, deadlines, and filing systems simultaneously.
• Technical Proficiency: Skilled in Excel and comfortable with financial tracking tools and platforms.
• Communication: Strong written and verbal communication skills for effective collaboration with staff, vendors, program teams, and senior leadership.
• Proactive Self-Starter: Takes initiative, identifies potential issues before they escalate, and follows through independently with minimal supervision.
• Adaptability: Thrives in a dynamic environment and is comfortable balancing financial and administrative responsibilities as priorities evolve.

Qualifications

• Education/Training Required: High school diploma, GED, or equivalent; a 2-year business degree is strongly preferred.
• Experience Required: Minimum 3 years of experience in bookkeeping, project financial management, or a comparable administrative/fiscal role.
• Language Preference: Experience in a nonprofit organization or with large-scale capital projects.
• Computer Skills Required: Experience with financial platforms such as Intacct or comparable accounting software. Familiarity with AI productivity tools (e.g., Microsoft Copilot, Claude, ChatGPT). Proficiency in Microsoft Office Suite (Word, Excel, Outlook); advanced Excel skills (pivot tables, formulas, data analysis) are a strong advantage.

Benefits

We offer a competitive benefits package that includes medical, dental, vision, retirement savings plan, paid time off, and more. We are an equal opportunity employer that does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, veteran status, or any other status protected by applicable federal, state, or local law.