Expense Administrator

Barnes & Noble, Inc.; New York (NY); On-site; USD 63,000 - 77,000; Full time

Benefits offered by this job

Employee Discount

Sick Pay

Paid Time Off

Maternity and Parental Leave

Company Holidays

401(k) with Company Match

Health Benefits

Job summary

Barnes & Noble, Inc. in New York, NY seeks an Expense Administrator for the Facilities Department to review, approve, and process invoices via Concur and Service Channel.

You will work with department managers and the Senior Facilities Analyst to maintain timely payments and accurate records. The role requires a Bachelor’s degree in accounting, excellent Excel skills, and the ability to manage multiple priorities in a high-volume environment.

Qualifications

• Bachelor’s degree in accounting is required.
• Strong Excel skills and working knowledge of Word, PowerPoint, Outlook.
• Experience with databases such as Access is preferred.

Responsibilities

• Act as main point of contact for vendors and ensure invoice accuracy from bill-to address to contract terms.

Skills

Presentation

Communication

Organization

Multitasking

Decision making

Education

Bachelor’s degree in accounting

Tools

Excel

Word

PowerPoint

Outlook

Access

Job description

Barnes & Noble is the leading book retailer in the United States, with roots dating back to 1873 and a long history of growth through innovation and expansion. Today, under CEO James Daunt and private ownership by Elliott Advisors, Barnes & Noble operates approximately 700 bookstores nationwide, serves over 700 communities across all 50 states, and maintains a robust digital presence through BN.com, NOOK® eBooks and audiobooks, and educational resources such as SparkNotes. The company also includes complementary retail brands such as Paper Source, Books Inc., Tattered Cover, and B. Dalton, further strengthening its market reach. Following a period of revitalization, Barnes & Noble is experiencing strong momentum, with plans to open approximately 60 new stores in 2026, underscoring renewed confidence in physical retail and local bookselling. Combining expansive store networks, curated selections, enhanced in-store experiences, and growing omnichannel capabilities, Barnes & Noble remains the #1 bookseller in the U.S. and a trusted, evolving partner within the publishing and retail ecosystem.

Location

NY-New York (Union Square)

Classification

Full-Time

Job Summary

As the Expense Administrator for the Facilities Department, you are responsible for the review, analysis, approval and processing of all invoices through the two main platforms, Service Channel and Concur. You will be responsible for all research when there are issues, partnering with the appropriate department manager. You will work closely with the Senior Facilities Analyst to ensure that invoices are submitted timely to maintain efficient workflows for all departments. This includes validating that accounting and final payments are documented on time for the providers. You will act as the main point of contact for all prospective vendors, to include timely responses to communications, and maintaining a current and thorough database of prospective vendors for the department’s use.

Position Responsibilities

• Act as main point of contact directly for vendors. Responsible for ensuing accuracy of all invoices, from the correct B&N bill-to address to the vendor’s adherence to terms of contract as related to work performed, etc.
• Review, analyze, and approve all supply, maintenance, and service invoices for Barnes & Noble and Paper Source stores in both Concur and ServiceChannel.
• Process all invoices in Concur for the department by uploading the invoice, ensuring all required back up and spend requests are obtained. Follow through to confirm vendors’ receipt of payment.
• Partner with various department members to address any issues and to ensure that all approval levels are met timely.
• Prepare invoice reporting from ServiceChannel and Concur – by vendor, area, or otherwise - following up on variances as necessary.
• Respond to all prospective vendors for the department & maintain a complete and current database in real time.

Position Requirements

• Excellent presentation and communication skills. Ability to adjust communication style based on the situation and the audience.
• Technical organization.
• Ability to manage multiple projects simultaneously, working in high volume capacity and meeting deadlines as appropriate.
• Solid decision‑making skills based on changing conditions.

Position Qualifications

• Bachelor’s degree, in addition to a proven background in accounting.
• Exceptional knowledge of Excel.
• Working knowledge of Word, Power Point, and Outlook, and exposure to databases such as Access.

An employee in this position can expect a starting rate of $70,000 annually, depending on experience, seniority, geographic locations, and other factors permitted by law.

Benefits

Benefits for those who are scheduled to work less than 20 hours per week include Employee Discount, EAP and Sick Pay. For those scheduled to work between 20 and 29.99 benefits include Employee Discount, EAP, Sick Pay and Paid Time Off including paid Maternity and Parental Leave, Company Paid Holidays, Transit and 401(k) with Company Match. For those scheduled to work 30 hours or more benefits include Employee Discount, EAP, Sick Pay and Paid Time Off including paid Maternity and Parental Leave, Company Paid Holidays, 401(k) with Company Match, Comprehensive Health Benefits (Medical, Dental and Vision), Healthcare and Dependent Care Spending Accounts, Healthcare Spending Account, Disability Benefits, Life Insurance, Transit, and Tuition Reimbursement. All benefits provided are in accordance with the terms of the current plan and may be subject to future change. Benefits may vary depending on location/state regulations. More information can be received by the recruiter or Human Resources.