Facilities Coordinator

Jobtailor; Deutschland; Remote; EUR 42.000 - 65.000; Vollzeit

Zusammenfassung

Jobtailor in Germany seeks an experienced Facilities & Finance Administrator to coordinate utility connections, manage lease accounting, and support executive schedules across multiple sites.

You will work with NetSuite, Lease Crunch, and COI documentation, ensuring audit-ready records and timely vendor payments. This role requires 5+ years of administrative, operational, or accounting support experience and strong organizational skills.

Qualifikationen

• 5+ years of experience in admin, operational, or accounting support.
• Basic understanding of financial concepts, GL accounting, and journal entries.
• Experience with ASC 842 lease accounting preferred but not required.
• Strong vendor management, COIs, and facility setup processes.
• Proficient NetSuite navigation and transaction entry.

Aufgaben

• Coordinate utility connections and service schedules for new facility sites.
• Review and approve monthly utility invoices across locations.
• Coordinate facility maintenance, repairs, and vendor service providers.
• Partner with Warehouse Operations and HR on temporary staffing and startup needs.
• Review and approve vendor bills from temporary staffing agencies.
• Assist leadership with customer site visits, executive travel, and admin tasks.
• Collect and maintain Certificates of Insurance for warehouse partners and vendors.
• Manage property insurance compliance docs, COPE info, and quarterly warehouse SV audits.
• Manage administrative duties for the Warehouse Legal Liability policy.
• Handle facility-related claims and liaise between Higginbotham and customers.
• Enter new warehouse leases into Lease Crunch and manage ASC 842 lease liabilities.
• Prepare and post monthly lease accounting journal entries and reconcile schedules.
• Maintain warehouse security deposits records, reconciliations, and deposits returns.
• File yearly retention statements and track nexus in jurisdictions with warehouses and inventory.

Kenntnisse

Vendor Management

Compliance Documentation

ASC 842 Lease Accounting

NetSuite Transaction Management

Organizational Skills

Tools

NetSuite

Lease Crunch

Jobbeschreibung

• Coordinate utility connections and service schedules for new facility sites
• Manage, review, and approve monthly utility invoices across operational locations
• Coordinate facility maintenance, repairs, and vendor service providers
• Partner with Warehouse Operations and Human Resources on temporary facility staffing and startup requirements
• Review, verify, and approve vendor bills from temporary staffing agencies
• Assist leadership with customer site visits, executive travel, and daily administrative tasks
• Collect, track, and maintain Certificates of Insurance for warehouse partners and vendors
• Manage property insurance compliance documentation, including COPE information and quarterly warehouse Statement of Values audits
• Manage administrative duties for the Warehouse Legal Liability insurance policy
• Manage facility-related claims and liaise between Higginbotham and customers
• Enter new warehouse leases into Lease Crunch and manage ASC 842 lease liabilities
• Prepare and post monthly lease accounting journal entries and maintain reconciliation schedules
• Maintain warehouse security deposit records, reconciliations, and deposit returns
• File yearly retention statements and track compliance and nexus in jurisdictions with warehouses and inventory

Requirements

• 5+ years of experience in administrative, operational, or accounting support roles
• Basic understanding of financial concepts, general ledger accounting, and journal entries
• Experience with ASC 842 lease accounting preferred but not required
• High proficiency with vendor management, compliance documentation (COIs), and facility setup processes
• Strong organizational skills with the ability to prioritize tasks independently and support executive schedules
• Direct experience navigating and entering transactions within NetSuite
• Authorization to work in the United States is requested in the application
• Must indicate whether employment visa sponsorship will be required

Core Competencies

Demonstrates expertise in vendor management, compliance documentation, and facility operations, with a strong foundation in financial concepts and lease accounting. Proficient in managing administrative tasks and supporting executive schedules effectively.

Highest-signal resume keywords

• Vendor Management
• Compliance Documentation
• ASC 842 Lease Accounting
• NetSuite Transaction Management
• Organizational Skills

ATS Optimization Keywords

Hard Skills

• General Ledger Accounting
• Journal Entries
• Facility Setup Processes
• Lease Accounting
• Financial Concepts

Soft Skills

• Strong Organizational Skills
• Ability to Prioritize Tasks Independently

Industry Keywords

• Certificates of Insurance
• Warehouse Operations
• Property Insurance Compliance
• Vendor Service Providers
• Warehouse Legal Liability

Tools & Technologies

• NetSuite
• Lease Crunch