Finance & Administration Coordinator

Job Title

Job Description Summary

Job Description

About the Role:

• Support delivery of Maintenance Services through accurate finance, procurement, administrative, and reporting support aligned to client SLA and KPI requirements.
• Provide parts purchasing and invoice support for maintenance-related activities, including purchase request tracking, supplier documentation, invoice checks, and approval follow-up.
• Coordinate with site leadership, Plant Supervisors, Office Engineers, Plant Operators, and third-party vendors to support maintenance scheduling, vendor attendance, service documentation, and administrative close-out of work activities.
• Assist with reports covering services performed, maintenance activities completed, vendor activity, open actions, procurement status, invoice matters, and other service-related updates required by the client or account leadership.
• Maintain accurate records for work orders, purchase orders, invoices, vendor documents, maintenance reports, inspection records, and other site documentation within designated systems and shared repositories.
• Support CMMS and reporting activities by updating administrative fields, tracking work order status, collating completed work evidence, and ensuring records are complete and available for review.
• Monitor and track maintenance-related spend, invoice status, procurement requests, vendor submissions, and supporting documentation, escalating delays, discrepancies, or exceptions as needed.
• Assist with data collation for maintenance analysis, benchmarking, workload tracking, PM compliance, SLA/KPI reporting, and governance meetings.
• Support the development and maintenance of administrative procedures for work requests, reporting, notifications, workload tracking, document control, purchasing, invoicing, and vendor coordination.
• Ensure finance, procurement, administrative, and reporting activities comply with client policies, Cushman & Wakefield procedures, safety requirements, document retention standards, and applicable regulations.
• Provide clear and timely communication to the Project Lead, site team, vendors, and client representatives on procurement status, invoice issues, reporting deadlines, documentation gaps, risks, and required follow-up actions.

About You:

• 2+ years of relevant experience in finance administration, procurement support, facilities administration, contract administration, or operational reporting.
• Experience supporting purchase orders, invoices, vendor coordination, maintenance reporting, or administrative governance in a data center, facilities management, engineering, or mission-critical environment is preferred.
• Strong finance administration, procurement support, invoice tracking, and document control skills.
• Good understanding of facilities maintenance administration, vendor coordination, purchase-to-pay processes, and operational reporting requirements.
• Strong organizational, follow-up, and workload tracking skills, with the ability to manage multiple priorities and deadlines.
• Good communication and stakeholder coordination skills across account leadership, site operations teams, client representatives, suppliers, and vendors.
• Proficiency in Microsoft Office, especially Excel and reporting templates.
• Familiarity with CMMS, procurement platforms, invoice systems, BI or reporting dashboards, and document control processes is advantageous.
• Strong attention to detail, data accuracy, confidentiality, compliance awareness, and adherence to client and Cushman & Wakefield procedures.
• Relevant diploma, certificate, or degree in Finance, Accounting, Business Administration, Facilities Management, or a related discipline.
• Industry-recognized professional training or qualifications in finance administration, procurement, facilities management, or the data center industry would be an advantage.