Facilities Support Analyst

Our client, in Essex, VT is seeking a facilities analyst to join their team. The Facilities Construction Support role provides administrative, procurement, financial, reporting support for the Fab 9 Facilities Construction and Capital Projects organization.

This position serves as the primary resource for purchase orders, vendor onboarding, project setup, budgeting, financial forecasting, reporting, invoice management, contract administration and project documentation to ensure construction projects are executed efficiently, compliantly, and within approved budgets.

Job Title: Facilities Construction Support 
Department: Facilities Design & Construction  
Location: Fab 9 
Reports To: Facilities Construction Manager

Position Summary
The Facilities Construction Support role provides administrative, procurement, financial, reporting support for the Fab 9 Facilities Construction and Capital Projects organization. This position serves as the primary resource for purchase orders, vendor onboarding, project setup, budgeting, financial forecasting, reporting, invoice management, contract administration and project documentation to ensure construction projects are executed efficiently, compliantly, and within approved budgets.
This role works closely with Facilities leadership, project managers, Finance, Procurement and the Construction Manager from project planning through closeout.
 
Key Responsibilities
Procurement & Purchasing Support
·        Create and manage purchase requisitions, purchase orders, and procurement requests for construction projects.
·        Prioritize urgent procurement needs based on project schedules and operational requirements.
·        Monitor requisition and purchase order status throughout the approval lifecycle.
·        Support sourcing activities and maintain procurement documentation.
·        Coordinate purchase order notifications and vendor communications.
 
Financial Planning, Reporting & Budget Management
·        Support monthly and annual construction planning activities for Facilities construction projects.
·        Assist in the summarizing project budgets, cost estimates, financial forecasts, and spending plans.
·        Track project expenditures against approved budgets and funding authorizations.
·        Monitor purchase commitments, invoices, accruals, forecasts, and project spending trends.
·        Generate monthly, quarterly, and annual financial reports for Facilities leadership.
·        Develop and maintain budget trackers, spend reports, dashboards, and management reporting tools.
·        Identify potential budget variances and communicate risks to project managers and Facilities leadership.
·        Support capital project authorization requests and funding approval processes.
·        Coordinate with Finance to ensure accurate project financial reporting and forecasting.
·        Analyze spending trends and provide recommendations to improve forecasting accuracy and cost management.
 
Systems & Process Management
·        Utilize Oracle, Ariba, PMWeb, and related business systems to support procurement, project administration, and financial tracking.
·        Monitor workflow approvals and ensure timely processing of requests.
·        Maintain accurate project, vendor, procurement, and financial records.
·        Support continuous improvement initiatives for construction and project administration processes.
·        Develop and maintain reporting tools, dashboards, and data tracking systems.
 
Audit, Compliance & Documentation
·        Maintain documentation required for internal controls, audits, and regulatory compliance.
·        Ensure compliance with company procurement, contracting, and financial management requirements.
·        Track approvals, receipts, invoices, funding documents, and project records.
·        Support audit readiness and records retention requirements.
·        Maintain project closeout documentation and supporting financial records.
 
Qualifications Required
·        Associate's degree or equivalent experience in Business Administration, Construction Management, Project Administration, Facilities Management, Finance, or related field.
·        Experience supporting procurement, project coordination, construction administration, financial analysis, or facilities operations.
·        Strong proficiency with Microsoft Excel, Word, PowerPoint, and reporting tools.
·        Excellent organizational, communication, and problem-solving skills.
·        Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
·        Strong attention to detail and financial accuracy.
 
Preferred
·        Experience with Oracle, Ariba, PMWeb, SAP, or similar enterprise systems.
·        Experience supporting capital construction or facilities improvement projects.
·        Knowledge of procurement, contract administration, budgeting, and project controls.
·        Experience preparing financial forecasts, reports, and budget analyses.
·        Experience working with contractors, consultants, and cross-functional project teams.
 
Success Measures
·        Timely processing of requisitions, purchase orders, and contractor onboarding activities.
·        Accurate budget forecasting and financial planning.
·        Effective management of project funding, commitments, and expenditures.
·        Timely delivery of monthly, quarterly, and annual reporting.
·        Identification and communication of budget risks and spending variances.
·        Accurate and audit-ready project documentation.
·        Effective support of project managers and construction teams.
·        Improved visibility into project costs, schedules, and forecasted spending.
·        High stakeholder satisfaction through responsive and reliable support.
 
Role Purpose
Provide the procurement, financial, reporting, project controls, and administrative infrastructure necessary to successfully execute Fab 9 Facilities construction projects while ensuring compliance, fiscal responsibility, and operational excellence.

If this is a role that interests you and you’d like to learn more, click apply now and a recruiter will be in touch with you to discuss this great opportunity. We look forward to speaking with you!

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