IT Finance & Operations Coordinator

Job description

Summary: Young Living is seeking a detail-oriented, proactive IT Finance and Operations Coordinator to provide financial, administrative, and operational support to the IT organization. Reporting to the IT Project & Portfolio Manager, this role partners with IT leaders and budget owners to manage budgets, reconcile actual spending, track expenses, process invoices, maintain forecasts, and provide visibility into financial activity. The analyst keeps contractor and vendor costs accurate, on budget, and paid on time by verifying invoices against logged hours and contracted rates, coding spend to the correct IT budgets, and supporting Accounting and Finance with monthly CapEx reporting and forward cash projections. In addition to these financial responsibilities, the analyst supports the day-to-day operations of the IT department through purchasing, vendor administration, expense processing, office supply management, recurring administrative activities, and other department needs. This position serves as a central resource for keeping routine operational and financial processes organized, accurate, and moving forward. Essential Functions Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Partner with IT budget owners to maintain and monitor departmental budgets, leading quarterly reviews and assisting with budget-versus-actuals reviews, forecasts, and annual planning; reconcile actuals against invoice tracking to identify missing, incorrectly coded, duplicated, or misassigned expenses; and prepare financial reporting for IT leadership in coordination with Finance and Accounting. Manage incoming IT invoices and the IT Vendor Management shared inbox, validating invoices against Tempo hours, approved rates, and supporting documentation; route verified invoices to budget owners for approval, log them in tracking records, enter approved invoices into JD Edwards (JDE) as needed, and follow up on discrepancies, missing items, and contractor onboarding and offboarding. Prepare and deliver the monthly CapEx report to Accounting, support cash outflow projections, maintain the software allocation report and monthly Claude subscription reconciliation, and work with Finance, Accounting, and Business Intelligence to improve financial reporting and visibility. Coordinate IT purchases, including office supplies and equipment; place approved orders, code expenses to the correct budget, and maintain receipts and documentation for corporate card and expense reconciliation. Perform recurring administrative activities that support IT operations, including distribution lists, access audits, onboarding and offboarding administration, department communications and events, and general support to the IT Project & Portfolio Manager and IT leadership, while identifying opportunities to improve recurring processes. Skills & Qualifications Strong Excel skills High attention to detail and accuracy when matching invoices, hours, rates, and budget codes. Ability to manage recurring monthly deadlines while handling a steady flow of daily requests. Clear written and verbal communication with vendors, budget owners, and Finance. Proactive follow-through, keeping items moving and following up until they are closed. Required Education and Experience Two to four years of experience in accounts payable, financial analysis, vendor management, or a similar role. Preferred Education and Experience Experience in an IT finance or vendor management office (VMO) setting. Familiarity with capital versus operating expense (CapEx/OpEx) classification. Experience with JD Edwards (JDE) or another ERP system. Experience with Tableau or similar business intelligence (BI) and reporting tools. Bachelors degree in Finance, Business or Operations Comfort using AI tools to automate recurring reports and reconciliations. Supervisory Responsibility: This job does not have supervisory responsibilities. Work Environment: This job operates in a professional office environment. The role routinely uses standard office equipment such as a laptop, desktop, smartphone, and photocopiers. The noise level in the work environment is usually moderate. Essential oils are worn and/or diffused in the work environment. Position Type/Expected Hours of Work: This position requires the incumbent to be physically present at the assigned worksite. The regular schedule is from 8 a.m. to 5 p.m., with an hour lunch, Monday through Friday. Occasional evening and weekend work may be required as job duties demand. Employees are also expected to work at least one non-convention farm event a year and to work at the annual company convention. Exact hour requirements can be reasonably modified as necessary for the business needs by the employee’s manager. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Specific vision abilities of this job include close vision and the ability to adjust focus. The employee is required to type, file, and occasionally lift office supplies up to 20 pounds. The employee must be physically able to tolerate the scent of essential oils worn or diffused. Equal Employment Opportunity: Young Living is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, or protected veteran status and will not be discriminated against on the basis of disability. Sponsorship: Young Living does not provide visa sponsorship for this position. Applicants must be currently authorized to work in the United States on a full-time basis. Note: This job description is not intended to be all-inclusive. Employees may perform other related duties as needed to meet the ongoing needs of the organization.