Procurement and Facilities Administrative Coordinator

MPS, a division of Macmillan Publishers, a leading US publisher of Trade and Academic titles, has a job opening for a Procurement & Facilities Administrative Coordinator in our Gordonsville facility. MPS provides back office support, warehousing, and, fulfillment for Macmillan US, and is their primary distribution facility for North America. Position Summary The Procurement and Facilities Administrative Coordinator supports purchase order and invoice processing, asset tracking, destruction and recycling services, sustainability reporting, and procurement expediting. This position maintains accurate financial and operational records and coordinates with vendors, internal departments, and service providers to ensure timely completion of assigned activities. The role requires exceptional attention to detail, accuracy, organization, follow-through, and confidentiality. Responsibilities include office-based administrative work and periodic hands-on asset verification in warehouse and facilities environments. Essential Duties and Responsibilities: Purchase Orders, Invoices, and Approval Processing Receive, organize, and review electronic and paper purchase orders. Review packing lists submitted by end users and obtain accurate receipt dates, required signatures, and missing supporting information. Thoroughly review invoices received through XFlow to verify agreement with the applicable purchase order and receiving documentation. Investigate and resolve discrepancies before processing. Code invoices using the account codes specified on purchase orders, including specialized and more complex coding associated with capital projects. Upload purchase orders, signed packing lists, and other required records as supporting invoice documentation. When required, route invoices and supporting documentation through DocuSign to the appropriate departments for functional approval. Following any required functional approval, route invoices and documentation through SAP/XFlow to the appropriate authorized approvers for final financial approval before submitting invoices for payment. Monitor approval progress and follow up on outstanding items to support timely processing. Code annual and multiyear invoices using the prepaid expense format in XFlow. Identify and promptly correct coding or data-entry errors. Provide the Finance Manager with the necessary information and supporting documentation and complete correcting journal adjustments in accordance with established approval procedures. Maintain complete, accurate, and organized invoice and approval records. Maintain effective working relationships with vendors’ Accounts Receivable departments to ensure invoices are submitted correctly and processed promptly through the automated invoice system. Communicate required corrections to vendors and follow up until invoice submission or processing issues are resolved. Utility Tracking and Sustainability Reporting Monitor and track utility invoices, including electricity, water, trash, and other applicable services, for corporate sustainability reporting. Maintain complete and accurate supporting records and compile information for annual reporting. Identify missing invoices, inconsistent information, or other discrepancies and coordinate their resolution. Asset Tracking and Monitoring Locate, identify, photograph, and document assets throughout warehouse and facilities areas, including newly received equipment. Enter model numbers, serial numbers, and other identifying information into the asset tracking software. Verify asset information and maintain accurate records, including equipment status changes, scrap activity, and archived records for retired or disposed equipment. Generate routine and requested asset reports for various departments. Perform physical asset verification that may require lifting, bending, reaching, and accessing conveyors, motors, stationary packaging equipment, and rolling equipment. Follow established safety procedures whe…

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