Finance Manager - Facilities Vendor Management

Core Responsibilities

• Maintain core operational and financial datasets, including cost settlements and internal authorizations (IDWA, IWA), Rshare document retention, and command media
• Manage charge numbers, finance contacts, cost center/GL mapping, and service category alignment
• Support service catalog maintenance and consistency across business entities
• Purchase Order (PO) Management
• Oversee invoice tracking, change notices, performance reports, and compliance reviews
• Partner with buyers and vendors on PO accuracy and audit alignment
• Resolve monthly invoice issues and manage credit memos, PO limit problems, tax considerations, PO setup audits, PO backouts, and JV entries
• Cook up tax team engagement and PO creation workflows
• Annual Operating Plan (AOP) Coordination
• Coordinate FX rate and CPI application with vendors
• Align AOP development with business units, site facility managers, and finance
• Build and review annual line-item matrices across regional sites
• Invoice Management
• Collaborate with regional leads and vendors to resolve disputes and secure approvals
• Manage payments, backup documentation, and data repositories
• Support invoice processes to ensure scope and funding alignment
• Vendor Support and Tax Oversight
• Lead year end closeout activities including reconciliations and gainshare validation
• Manage accruals, PO oversight, reporting, and process improvements such as invoice backup enhancements
• Facilitate finance office hours and support back-office coordination
• Review KPIs, fee at risk tracking, audits, and compliance with tax requirements
• Cross Entity And Intercompany Billing
• Bill vendor costs to BU ledgers and manage intercompany cost flows
• Perform billing reconciliations, cost center audits, and balance validations
• Oversee unbillable balance reviews and quarterly accrual coordination
• Facilities Management COE Support
• Coordinate PO support for small projects and capital initiatives
• Track POs outside contract scope and document site specific FM operational processes
• Facilitate cross BU billing, reconciliations, name runs, charge numbers, cost centers, and operational integration
• Support Total Cost of occupancy tracking and validation
• Business Investment and Project Finance Support
• Guide cross BU charging and reporting for project finance
• Partner with BU Capital POCs for compliance, reconciliations, and reporting
• Maintain data integrity across capital and expense lines, including accurate eCAR tracking
• Support OneRTX metrics, dashboards, Snowflake reporting, and forecasting/EAC development
• Strategic and Special Projects
• Define and roll out cross-entity charging processes for FM and project delivery
• Support FM and project delivery teams through process setup, vendor reporting, S4 transition activities, fee audits, PO compliance, and quarterly accruals
• Support project delivery in rate development, charging, capital and expense governance, vendor invoicing escalation, and multi entity coordination

Qualifications

• Typically requires: A University Degree in Finance or Accounting or equivalent experience and minimum 8 years prior relevant experience, or An Advanced Degree in a related field and minimum 5 years experience
• Minimum 5 years experience in financial operations and accounting knowledge
• Experience managing purchase orders, invoice processes, reconciliations, and accruals
• Ability to resolve issues with vendors and buyers collaboratively
• Strong analytical skills and familiarity with budgeting and forecasting cycles
• Experience working with intercompany billing and multi entity environments

We Prefer

• Experience in facilities management financial operations
• Understanding of global vendor models, CPI, and FX applications
• Exposure to dashboards, and data lake reporting environments
• Familiarity with SAP or other major ERP systems
• Knowledge of cross entity charging frameworks and project management finance
• Experience with compliance audits, fee at risk oversight, and KPI reviews
• Ability to lead process standardization and continuous improvement initiatives
• Excellent communication and cross functional coordination abilities
• High accuracy and attention to detail in recurring processes