Facilities Finance Administrator / Project Co-ordinator
We are seeking an organised and detail-focused Facilities Finance Administrator / Project Co-ordinator to support the financial administration of Facilities and PMO activity. This role will manage purchase orders, invoices, project and operational spend tracking, monthly reporting, forecasting, and supplier queries.
You will work closely with Facilities, Finance, Accounts Payable, PMO teams, project leads, engineers, and external suppliers to ensure financial records are accurate, costs are controlled, and reporting deadlines are met.
Key responsibilities
- Raise and manage purchase orders for capital projects, facilities maintenance, utilities, rent, and operational expenditure.
- Maintain accurate PO, project-spend, and forecast trackers.
- Monitor PO drawdowns, open commitments, invoices, goods receipts, and unused PO balances.
- Follow up with suppliers, project leads, and internal stakeholders to ensure invoices are received and processed promptly.
- Resolve Accounts Payable, payment, invoice, Candex, and Readsoft queries.
- Track capital-project spend against approved budgets, CAR values, WBS codes, and forecasts.
- Support monthly capital forecasting and update financial information in Planisware.
- Prepare monthly reporting on project spend, outstanding POs, remaining budgets, OPEX performance, and financial risks.
- Support month-end processes, including accrual review, invoice reconciliation, and OPEX variance analysis.
- Update Facilities KPIs and programme savings information in Fabriq and Planisware.
- Support new supplier setup, supplier onboarding, and maintenance of vendor records.
- Review utility and rental invoices, raise associated POs, and support direct-debit reconciliation.
- Support hard-services maintenance administration, including PO raising, timesheet review, and vendor finance meetings.
- Identify opportunities to improve finance processes, trackers, reporting, and process documentation.
Essential experience
To be considered, candidates should be able to demonstrate:
- Experience managing the full purchase order and invoice process, including PO raising, invoice matching, goods receipt, query resolution, and closure of unused balances.
- Experience tracking capital-project spend, OPEX, budgets, forecasts, commitments, or cost-centre/WBS-coded expenditure.
- Experience supporting month-end reporting, accruals, reconciliations, financial variance analysis, or budget reporting.
- Strong Excel skills and experience maintaining accurate financial trackers and monthly reports.
- Experience using procure-to-pay, ERP, invoice-processing, or financial systems such as Ariba, Candex, Readsoft, SAP, Coupa, Oracle, Planisware, or similar.
- Strong attention to detail, organisation, and confidence working with financial data.
- Excellent stakeholder-management skills, with the ability to work proactively with Finance, Accounts Payable, project teams, suppliers, and operational colleagues.
Desirable experience
- Experience in a facilities, engineering, construction, manufacturing, property, or project-based environment.
- Knowledge of capital expenditure, project codes, WBS structures, CARs, or maintenance-contract administration.
- Experience using Planisware and/or Fabriq.
- Experience preparing process maps, SOPs, or finance-process documentation.
- Familiarity with utilities, rent, supplier onboarding, VAT queries, and direct-debit reconciliation.
