Expense Administrator
Barnes & Noble
- Location
- New York, NY
- Posted
- October 5, 2026
Get Started
Sign inJob Description
Role overview
As the Expense Administrator for the Facilities Department, you are responsible for the review, analysis, approval and processing of all invoices through the two main platforms, Service Channel and Concur. You will be responsible for all research when there are issues, partnering with the appropriate department manager.
You will work closely with the Senior Facilities Analyst to ensure that invoices are submitted timely to maintain efficient workflows for all departments. This includes validating that accounting and final payments are documented on time for the providers. You will act as the main point of contact for all prospective vendors, to include timely responses to communications, and maintaining a current and thorough database of prospective vendors for the department's use.
Responsibilities
- Act as main point of contact directly for vendors. Responsible for ensuring accuracy of all invoices, from the correct B&N bill-to address to the vendor's adherence to terms of contract as related to work performed, etc.
- Review, analyze, and approve all supply, maintenance, and service invoices for Barnes & Noble and Paper Source stores in both Concur and ServiceChannel.
- Process all invoices in Concur for the department by uploading the invoice, ensuring all required back up and spend requests are obtained. Follow through to confirm vendors' receipt of payment.
- Partner with various department members to address any issues and to ensure that all approval levels are met timely.
- Prepare invoice reporting from ServiceChannel and Concur – by vendor, area, or otherwise – following up on variances as necessary.
- Respond to all prospective vendors for the department & maintain a complete and current database in real time.
Requirements
- Excellent presentation and communication skills. Ability to adjust communication style based on the situation and the audience.
- Technical organization.
- Ability to manage multiple projects simultaneously, working in high volume capacity and meeting deadlines as appropriate.
- Solid decision-making skills based on changing conditions.
Qualifications
- Bachelor's degree, in addition to a proven background in accounting.
- Exceptional knowledge of Excel.
- Working knowledge of Word, Power Point, and Outlook, and exposure to databases such as Access.
Compensation and Benefits
- An employee in this position can expect a starting rate of $70,000 annually, depending on experience, seniority, geographic locations, and other factors permitted by law.
- Benefits for those who are scheduled to work less than 20 hours per week include Employee Discount, EAP and Sick Pay.
- For those scheduled to work between 20 and 29.99 hours, benefits include Employee Discount, EAP, Sick Pay and Paid Time Off including paid Maternity and Parental Leave, Company Paid Holidays, Transit and 401(k) with Company Match.
- For those scheduled to work 30 hours or more, benefits include Employee Discount, EAP, Sick Pay and Paid Time Off including paid Maternity and Parental Leave, Company Paid Holidays, 401(k) with Company Match, Comprehensive Health Benefits (Medical, Dental and Vision), Healthcare and Dependent Care Spending Accounts, Healthcare Spending Account, Disability Benefits, Life Insurance, Transit, and Tuition Reimbursement.
- All benefits provided are in accordance with the terms of the current plan and may be subject to future change. Benefits may vary depending on location/state regulations. More information can be received by the recruiter or Human Resources.