Facilities Finance Administrator

Facilities Finance Administrator / Project Co-Ordinator

Job Title: Admin Assistant III

Duration: 16 Months

Working Arrangement: Primarily site-based, with flexibility to work from home 1 day per week

Role Summary

We are seeking an organised and detail-focused Facilities Finance Administrator / Project Co-Ordinator to support the financial administration of Facilities and PMO activities. The role will be responsible for purchase order and invoice management, capital and OPEX tracking, forecasting, KPI reporting, supplier administration, and month-end financial activities.

The role will work closely with Facilities, Finance, Accounts Payable, PMO, project teams, and external suppliers to ensure accurate financial records, timely reporting, and effective cost management.

Key Responsibilities

Capital Forecasting & Financial Planning

• Support monthly capital forecasting and financial reviews.
• Maintain accurate forecasts and update Planisware with forecast and actual spend.
• Track PO commitments, invoices, and spend against project budgets and approved values.
• Support year-end forecasting and financial reporting.

Programmatic Savings & KPI Reporting

• Track Facilities programmatic savings against agreed targets.
• Maintain and submit savings data in Planisware.
• Update Fabriq KPIs and support Tier 2 and Tier 3 reporting.
• Ensure KPI and savings data is accurate and maintained on a timely basis.

Purchase Order & Invoice Management

• Raise and manage POs for capital projects, Facilities, maintenance, utilities, rent, and OPEX.
• Maintain accurate PO and project trackers.
• Monitor open POs, invoice status, PO drawdowns, and unused balances.
• Resolve AP, Candex, Readsoft, invoice, and payment queries.
• Follow up with suppliers and project teams to ensure timely invoicing and PO closure.

Capital Projects

• Track project spend against budgets, CARs, WBS codes, and forecasts.
• Identify and escalate potential budget overspends or missing PO cover.
• Support weekly PMO meetings and project financial reviews.
• Prepare monthly reports covering project spend, outstanding POs, and remaining budgets.

OPEX & Month-End Support

• Monitor monthly Facilities OPEX and support month-end reporting.
• Review and update accruals and support financial reconciliations.
• Analyse spend and year-on-year variances and highlight unusual costs.
• Provide financial information for monthly Finance and OPEX meetings.

Vendor & Supplier Management

• Support new supplier setup and onboarding through Candex.
• Maintain accurate supplier records, including bank and contact details.
• Respond to supplier queries relating to invoicing, VAT, billing, legal entities, and payments.

Utilities & Rental Administration

• Review and process monthly electricity and gas invoices.
• Raise and maintain annual utilities POs.
• Support direct-debit reconciliation and invoice matching.
• Raise rental POs and support related invoicing and payment queries.

Hard Services Maintenance

• Raise maintenance POs and monitor associated spend.
• Review timesheets and additional work requests.
• Maintain accurate records of hours, approvals, and supporting documentation.
• Attend monthly finance meetings with key maintenance suppliers and follow up on outstanding POs.

Process Improvement

• Review and improve existing finance and reporting processes.
• Maintain accurate trackers and supporting documentation.
• Develop and maintain process documentation for PO Management, Capital Projects, OPEX, Utilities, and related activities.

Essential Experience & Skills

• Experience in finance administration, project coordination, procurement, or a similar role.
• Experience managing POs, invoices, supplier queries, and financial trackers.
• Experience supporting budgets, forecasts, OPEX, CAPEX, or project spend.
• Strong Excel and financial administration skills.
• Experience with ERP, procurement, or invoice-processing systems such as Ariba, Candex, Readsoft, Planisware, Fabriq, SAP, Oracle, or similar.
• Strong attention to detail and ability to manage multiple priorities.
• Good communication and stakeholder-management skills.
• Ability to work independently and collaboratively with Finance, Facilities, PMO, suppliers, and project teams.

Desirable Experience

• Experience within Facilities, Engineering, Manufacturing, Construction, or a project-based environment.
• Knowledge of CAPEX, WBS, CARs, maintenance contracts, or project financial management.
• Experience with Planisware and Fabriq.
• Experience creating process documentation and identifying process improvements.