Job Description

The Facilities Maintenance Invoicing Coordinator is responsible for managing and processing day-to-day invoices related to facilities maintenance services. This role ensures accurate alignment between vendor billing, service tickets, and internal facilities records to support timely and accurate payment processing. The position serves as a key liaison between vendors, general contractors, and the internal facilities team to resolve discrepancies, confirm supporting documentation, and maintain efficient invoice workflow management.

Key Responsibilities

• Receive, review, and process invoices from vendors and general contractors for facilities maintenance services.

• Match invoices to corresponding service tickets and verify the accuracy of charges, scope of work, and completion status.

• Investigate and resolve discrepancies between invoices and service records in coordination with the facilities team and external vendors.

• Upload and submit approved invoices into the financial system in accordance with company policies and payment deadlines.

• Maintain organized and accurate records of invoices, service tickets, and supporting documentation for audit readiness and reporting purposes.

• Communicate with vendors via email to address billing inquiries, request invoice corrections, and ensure timely submission of documentation.

• Partner closely with the facilities team to confirm work completion, clarify service details, and validate invoice support.

• Monitor invoice aging and follow up on pending or unresolved items to avoid payment delays.

• Utilize AI-enabled and other technology tools to improve invoice processing efficiency, support discrepancy identification, and help maintain accuracy and compliance in day-to-day invoicing activities.

• Assist with reporting and basic analysis related to facilities maintenance expenses, trends, and invoice activity.

Qualifications

Qualifications

• Bachelor’s degree in finance, Accounting, Business Administration, or a related field (or equivalent experience)

• 1–3 years of experience in accounts payable, or invoice processing

• Strong attention to detail and ability to reconcile data across multiple systems

• Proficiency in Microsoft Excel and financial or ERP systems

• Excellent written communication skills, particularly for professional email correspondence

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment

Preferred Skills

• Experience working within accounting operations

• Familiarity with ticketing or work order systems

• Strong problem-solving and organizational skills