Facilities Budget Coordinator

VSP Vision; United States; Hybrid; USD 22,000 - 31,000; Full time

Job summary

VSP Vision is seeking a Facilities bookkeeping specialist to support accounting for construction projects, vendor payments, and PO management. You will ensure accurate data entry, reconcile invoices, and maintain depreciation records while collaborating with finance partners.

The role emphasizes precision, timely processing of invoices, and strong communication with vendors and internal teams to keep budgets up to date across all locations.

Qualifications

• One to two years of experience in an accounting environment.
• Knowledge of clerical or construction bookkeeping principles and practices.
• Ability to perform detailed work with numerical data and to make arithmetic computations accurately.
• Excellent organizational skills and the ability to meet tight deadlines 10-key by touch.
• Ability to key both alpha and numeric.
• Clean credit history as reported by credit report.

Responsibilities

• Oversee the building vendors’ financial data and accounting practices across all LOBs.
• Create and track 1,000+ purchase orders annually.
• Manage subsidiary accounts by verifying, allocating, and posting transactions to GL accounts.
• PO management, processing and confirming invoices, and working with suppliers on delinquent invoicing.
• Coordinate with Construction Managers to ensure budget tracking and invoice management for projects.
• Input data into accounting workbooks and SRM for accurate records and reports.
• Track cash flow to invoices and follow up on vendor payments to maintain budget accuracy.
• Maintain records for fixed assets, including depreciation, purchases, and disposals.
• Manage VIM invoicing, review, code, and approve non-PO invoices; resolve invoice issues.
• Collaborate with finance to track assets and depreciation.

Skills

Detail oriented

Strong numeracy

Organizational skills

Communication and coordination

Problem solving

Attention to deadlines

Tools

SAP

Coupa

VIM

Smartsheet

FEXA

Microsoft 365

Excel

Job description

With moderate supervision, perform a variety of standard Facilities bookkeeping and accounting tasks, applying accepted procedures to the preparation and maintenance of accounting and other records.

Oversee the building vendors’ financial data and accounting practices across all LOBs

On average, create and track 1,000+ purchase orders on an annual basis

Manage several subsidiary accounts by verifying, allocating, and posting transactions to building general ledger accounts across all LOBs

Main, include: ordering shopping carts, purchase order (PO) management and tracking, processing and confirming invoices, working with suppliers on delinquent invoicing

Work with Construction Managers and Facilities Specialist to ensure that accurate budget tracking, invoice management, and accurate PO management are considered for new and existing projects

Ensure that all financial and transactional data are inputted accurately into accounting workbooks and SRM to ensure accurate financial records and reports

Track cash flow to invoices that are delayed and follow up on vendors’ payments on a routine basis to ensure Facilities budget workbooks are kept meticulously accurate

Maintain the records for fixed assets, including depreciation, purchase, and sale of assets

Manage VIM invoicing, review, code, and approve non-PO invoices; problem-solve incoming invoices

Work closely with finance partner to track assets and depreciation

Job Specifications

Typically has the following skills or abilities:

One to two years of experience in an accounting environment

Knowledge of clerical or construction bookkeeping principles and practices

Ability to perform detailed work with numerical data and to make arithmetic computations accurately

Excellent organizational skills and the ability to meet tight deadlines 10-key by touch (7,000 ksph)

Ability to key both alpha and numeric (6,000 ksph)

Clean credit history as reported by credit report

For roles that are remote (i.e., Work From Home (WFH)) or hybrid (i.e., partial onsite at a VSP location and WFH), must demonstrate a high level of engagement in virtual environments, including maintaining camera presence during meetings to support effective communication and team alignment

Preferred Skills

Experience supporting Facilities, including Retail and Commercial Construction, Facilities Maintenance, Property Management, or similar operational environments.

Experience with SAP, Coupa, VIM, Smartsheet, FEXA, Microsoft 365, and advanced Excel for financial tracking, reporting, reconciliation, and analysis.

Strong analytical and problem‑solving skills with the ability to research issues, resolve discrepancies, and independently drive items to completion.

Proven ability to build effective partnerships with vendors and cross‑functional teams, including Procurement and Finance, through strong communication and coordination skills.

Demonstrated ownership, accountability, adaptability, and attention to detail while managing priorities in a fast‑paced environment.

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Compensation

range for the role is listed below. Applicable salary ranges may differ across markets. Actual pay will be determined based on experience and other job‑related factors permitted by law. As a part of the compensation package, this role may include eligible bonuses and commissions. For more information regarding VSP Vision benefits, click here.

Salary Ranges: $15.75 - $22.58

VSP Vision is an equal opportunity employer and gives consideration for employment to qualified applicants without regard to age, gender, race, color, religion, sex, national origin, disability or protected veteran status. We maintain a drug‑free workplace and perform pre‑employment substance abuse testing.

Unincorporated LA County Residents: Qualified Applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act, and any other similar laws.

As a regular part of doing business, VSPVision (“VSP”) collects many different types of personal information, including protected health information, about our audiences, including members, doctors, clients, brokers, business partners, and employees. VSP Vision employees will have access to this sensitive personal information and are subject to Information Security and Privacy Policies.