Finance Coordinator

About the role

U.S. Facilities, Inc. is seeking a detail-oriented Finance Coordinator to support operations in Tarrytown, NY, and Sleepy Hollow, NY. This role supports financial controls, reporting, cost tracking, budget documentation, and day-to-day financial coordination for assigned operations. The 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.

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.

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.

Requirements

• 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 in facilities management, maintenance operations, construction, public sector contracting, life sciences, GMP, or other regulated environments.
• 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.