Finance Administrator / Facilities Project Coordinator

Overview

We are looking for a meticulous and organized Finance Administrator / Project Coordinator to manage financial administration processes related to Facilities and Project Management Office (PMO) activities. This role involves handling purchase orders, invoice management, tracking project and operational expenditures, monthly financial reporting, forecasting, and addressing supplier inquiries.

You will collaborate closely with Facilities, Finance, Accounts Payable, PMO teams, project leaders, engineering personnel, and external vendors to ensure precise financial record-keeping, strict cost control, and timely delivery of financial reporting.

Key Responsibilities

• Create and manage purchase orders for capital projects, facilities maintenance, utilities, rental costs, and operational expenses.
• Maintain detailed and accurate trackers for purchase orders, project expenditures, and forecasts.
• Monitor purchase order drawdowns, open commitments, invoice processing, goods receipts, and balance of unused purchase orders.
• Coordinate with suppliers, project managers, and internal departments to ensure timely receipt and processing of invoices.
• Address and resolve queries related to Accounts Payable, payments, invoices, and systems such as Candex and Readsoft.
• Track spending on capital projects against allocated budgets, CAR (capital asset register) values, WBS (work breakdown structure) codes, and forecasts.
• Assist in monthly capital forecasting and maintain financial records within Planisware.
• Prepare monthly reports outlining project expenditures, pending purchase orders, remaining budgets, operational expenditure performance, and potential financial risks.
• Support month-end closing activities including accrual reviews, invoice reconciliations, and analysis of OPEX variances.
• Update Facilities Key Performance Indicators (KPIs) and savings program data using Fabriq and Planisware.
• Assist with supplier onboarding processes, new vendor setups, and maintenance of vendor records.
• Review utility and rental invoices, create related purchase orders, and assist with direct-debit reconciliations.
• Support administration of hard-services maintenance, including purchase order generation, timesheet evaluations, and vendor finance meetings.
• Identify and implement improvements in finance-related processes, tracking mechanisms, reporting, and documentation.

Required Qualifications and Experience

• Proven experience handling the complete purchase order and invoice lifecycle, including purchase order creation, invoice matching, goods receipt documentation, resolving queries, and clearing unused balances.
• Experience in tracking capital project expenditure, OPEX, budgets, forecasts, commitments, and managing cost centre or WBS-coded financial data.
• Proficiency supporting month-end reporting processes with accrual assessments, reconciliation, variance analysis, and budget reporting.
• Advanced Excel skills with a strong track record of maintaining precise financial trackers and monthly reporting documents.
• Practical knowledge of procure-to-pay workflows and financial systems such as Ariba, Candex, Readsoft, SAP, Coupa, Oracle, Planisware, or comparable platforms.
• Strong attention to detail combined with excellent organizational skills and confidence in managing complex financial data.
• Exceptional interpersonal and stakeholder management abilities to proactively engage with Finance, Accounts Payable, project teams, suppliers, and operational staff.

Preferred but Not Mandatory

• Experience in sectors such as facilities management, engineering, construction, manufacturing, property management, or project-driven environments.
• Understanding of capital expenditure procedures, project coding, WBS structures, CAR processes, or contracts administration related to maintenance.
• Familiarity with Planisware and Fabriq systems.
• Experience developing process maps, standard operating procedures (SOPs), or documentation related to finance operations.
• Knowledge of utilities billing, rental management, supplier onboarding, VAT concerns, and direct-debit reconciliation processes.