Facilities Invoice Coordinator

NC State University; Raleigh (NC); On-site; USD 52,000 - 55,000; Full time

Benefits offered by this job

Childcare benefits

Wellness & Recreation Membership

Wellness Programs

Job summary

NC State University seeks a Facilities Invoice Coordinator to manage end-to-end invoice processing, ensure accurate payments, and support campus financial operations. You will verify invoices against purchase orders, coordinate with multiple departments, and help meet month-end close deadlines while maintaining records in compliance with state laws and university policies.

This role offers a 12-month recurring appointment with a salary range of $52,000–$54,578 and a Monday–Friday, 8:00am–5:00pm

Qualifications

• High School Diploma or equivalency with at least one year of accounting experience, or an equivalent combination of training and experience.
• Experience in accounts payable, invoice processing, or financial operations is preferred.
• Familiarity with accounting software and ERP systems.
• Strong attention to detail, organization, and analytical skills.

Responsibilities

• Receive, review, and process invoices from vendors and internal university customers, ensuring accuracy and proper documentation.
• Verify invoices against purchase orders and confirm funds before payment processing.
• Identify insufficient PO balances and coordinate change orders for funding adequacy.
• Monitor the invoice status dashboard and resolve payment issues, maintaining records for audit readiness.
• Coordinate with various departments to resolve invoice and payment issues and support month-end close.

Skills

Strong attention to detail

Analytical skills

Organizational skills

Education

High School Diploma or equivalency

Tools

Accounting software

ERP systems

Job description

About the Department

The NC State University Facilities Division is home to nearly 900 professionals who plan, build and maintain the spaces that foster an environment where innovation, learning, and community thrive. Through this work, we help create spaces that empower students, faculty, and staff to reach their full potential. Operating year-round, we manage more than 16.7 million gross square feet of built space and oversee 4,733 acres of campus infrastructure through a series of core departments, each composed of multiple specialized units:

• Design & Construction
• Business Operations
• Campus Operations and Maintenance
• Campus Planning and Strategic Investment

Whether responding to a maintenance request, shaping future facilities or creating spaces that inspire discovery, our team is grounded in excellence, service and stewardship.

Join the pack and become part of one of the largest and most respected employers in the state, helping shape the future of our campus community. Take a look below to see what we offer!

Wolfpack Perks and Benefits

As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.

Attain Work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community.

Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.

Facilities Invoice Coordinator

Anticipated Hiring Range $52,000 - $54,578

Work Schedule Monday - Friday 8:00am - 5:00pm

Job Location

The Facilities Invoice Coordinator plays a critical role in keeping NC State Facilities’ financial operations accurate, efficient, and moving forward. This position manages the end-to-end invoice process, ensuring payments are accurately reviewed, properly documented, and processed in accordance with university policies, state procurement requirements, and accounting standards.

Working across Budget and Accounting, Capital, Purchasing, Contracts, Finance, and Sponsored Programs, the Invoice Coordinator serves as a central point of coordination for invoice processing and payment inquiries. The position reviews invoices and purchase orders, monitors the invoice status dashboard, resolves payment issues, maintains accurate financial records, and helps ensure invoices are processed within established deadlines.

This role offers an opportunity to make a meaningful operational impact by reducing payment delays, minimizing errors, strengthening financial accountability, and identifying opportunities to improve systems and processes. The successful candidate will bring strong attention to detail, sound judgment, organization, and the ability to independently manage a high-volume workload while collaborating effectively across departments.

If you are an organized financial professional who enjoys solving problems, improving processes, and keeping complex operations running smoothly, we invite you to join the NC State Facilities team.

Key Responsibilities and Duties

• Independently receive, review, and process invoices from vendors and internal university customers, ensuring transactions are accurate, complete, and properly documented.
• Verify invoices against purchase orders, confirming amounts, applicable documentation, and available funds before payment processing.
• Identify insufficient purchase order balances and coordinate change orders to ensure adequate funding is available for invoice payment.
• Validate vendor documentation in PaymentWorks and resolve discrepancies that could delay payment.
• Upload and route invoices through NC State’s financial and work order systems in accordance with established procedures and deadlines.
• Monitor and maintain the Facilities Invoice Status Dashboard, identifying discrepancies and updating invoice statuses to support accurate tracking and accountability.
• Coordinate with internal departments, vendors, Purchasing, Contracts, Finance, Sponsored Programs, and other stakeholders to resolve invoice and payment issues.
• Review purchase order requests to confirm required documentation and contract information are complete and support appropriate financial processing.
• Monitor invoice processing timelines and support compliance with the University’s Net 30 payment requirement.
• Support month-end close activities by identifying outstanding invoices and forecasting their potential impact on Facilities budget performance.
• Maintain accurate and organized invoice, payment, and accounting records to support financial reporting and audit requirements.
• Ensure invoice and payment activities comply with applicable state procurement laws, university policies, accounting standards, and internal financial controls.
• Prepare reports and metrics related to invoice volume, routing, processing timelines, payment activity, and vendor activity for leadership review.
• Identify opportunities to improve invoice processing, tracking, communication, and financial systems, and support the implementation of process improvements.
• Provide guidance and training to staff on invoice submission procedures, documentation requirements, and applicable financial policies.
• Communicate effectively with supervisors, coworkers, and the general public, and follow verbal and written instructions related to work assignments and operational needs.

Other Responsibilities

• Cross-train in other Facilities Budget & Accounting tasks to act in a back-up role as needed.
• Other duties as assigned.

Qualifications

High School Diploma or equivalency and one year of experience in accounting work; or equivalent combination of training and experience.

Preferred Qualifications

• Experience in accounts payable, invoice processing, or financial operations
• Familiarity with accounting software and ERP systems
• Strong attention to detail, organization, and analytical skills
• Knowledge of state procurement laws and university financial policies
• Proficiency with spreadsheets, reporting tools, and financial management systems

Required License or Certification

• N/A

Valid NC Driver's License required

No

Commercial Driver's License Required?

No

Position Classification Salary Range

$ 33,540 - $ 63,478

Appointment

12 Month Recurring

Mandatory Designation - Adverse Weather

Mandatory - Adverse Weather

Mandatory Designation - Emergency Events

Mandatory - Fire/Explosions, Mandatory - Medical Emergencies, Mandatory - Hazardous Material Incidents, Mandatory - Transportation Accidents, Mandatory - Evacuations/Natural Hazards, Mandatory - Utilities/Infrastructure Failure, Mandatory - Threats of Violence/Terrorism/Interpersonal Emergencies

EEO

NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity.

If you have general questions about the application process, you may contact Human Resources at [phone] or [e-mail] .

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

Supplemental Questions

• How did you learn of this opportunity?
  • NCSU Website
  • NCSU Executive Search Services
  • Monster.com
  • CareerBuilder.com
  • InsideHigherEd.com
  • Carolina Job Finder / Employment Guide
  • Job / Career Fair
  • The Chronicle of Higher Education
  • HERC
  • Professional Journal
  • Print Advertisement (Newspaper / Periodical)
  • Professional Organization
  • Direct Contact from NCSU HR Representative / Recruiter
  • NCSU Employee Referral
  • Social Media (LinkedIn, Twitter, Facebook, Other)
  • Other
• If you learned about this vacancy from "other source" or "other website", please provide the source.

  (Open Ended Question)

• Please describe your experience processing invoices, purchase orders, accounts payable transactions, or other financial transactions. Include the types of transactions you have handled, the systems or software you used, and your level of responsibility for reviewing or resolving discrepancies.

  (Open Ended Question)

• Required Documents
  Resume
  Contact Information for References
• Optional Documents
  Cover Letter

NC STATE UNIVERSITY
RALEIGH, NC 27695
PHONE: [phone]