Finance and Billing Administrator

JOB TITLE: Finance and Billing Administrator

Main Task: Invoicing Process

SUMMARY: MSR-FSR is seeking a Finance and Billing Administrator. The successful candidate must possess solid technical, organizational, communication skills, and proven ability to work in a fast-paced dynamic environment and have a work history that represents increased levels of responsibility on a progressive basis. 

Vendor Billing and Invoice Management

· Verify and track unit rate and time-and-material vendor billing to ensure accuracy and compliance with contractual agreements.

· Upload, process, and track vendor invoices in the department’s financial or tracking system.

· Research and resolve invoice discrepancies in collaboration with vendors and internal stakeholders.

Budget Monitoring and Reporting

· Monitor vendor purchase order (PO) budgets for various projects, ensuring expenses align with allocated budgets.

· Generate various budget reports to provide insight into project spending and highlight potential overages.

Administrative Support

· Maintain organized records and documentation for all vendor transactions, contracts, and project-related documents.

· Assist with preparing and managing correspondence related to vendor agreements and project administration.

· Support the department with other administrative duties as needed, including scheduling, data entry, and recordkeeping.

Requirements

Skills and Qualifications

· Strong attention to detail and ability to analyze financial data.

· Excellent organizational and time management skills.

· Proficiency in financial software, invoicing platforms, and Microsoft Office Suite (Excel, Word)

· Effective communication and interpersonal skills for collaboration with vendors and internal teams.

· Ability to work independently and prioritize tasks in a fast-paced environment.

· This position requires a proactive and detail-oriented individual who can manage multiple responsibilities while contributing to the overall success of the Facilities Services department 

· Min 5 years of experiences

COMPETENCIES: 

• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. 

• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. 

• Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals. 

• Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources. 

• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. 

• Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce. 

• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. 

• Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed. 

• Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention. 

• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. 

• Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others. 

• Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated