Budget, PO & Reporting Coordinator

POSITION SUMMARY

The Budget, PO & Reporting Coordinator owns financial control and data integrity for unit turns, renovations, and building-level capital projects, and serves as the central point of contact for purchasing activity across the portfolio. The role matches invoices to approved scopes before payment, drafts and tracks budgets, packages bid comparisons for approval, and maintains the system of record for every project. It also manages routine supply procurement for building staff and maintains the documentation needed to support Individual Apartment Improvement (IAI) cost approvals. Lastly, the role oversees management of in unit appliances across the portfolio. The focus is cost-control, reporting, and paperwork — budgets, invoices, variance, and reporting — rather than field execution or vendor sourcing.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Procurement

• Place orders for services with approved vendors, routing purchases for approval in accordance with company purchasing policy.
• Track vendor statuses from request through delivery, following up with vendors on delays, backorders, or discrepancies.
• Coordinate and process vendor payments, ensuring invoices are accurate, properly approved, and submitted on time.

Invoice Matching & Payment Control

• Match every invoice to its purchase order and approved budget before it is released for payment.
• Flag and resolve discrepancies between invoiced amounts, approved POs, and scopes of work.
• Log actual cost and budget variance against each turn, renovation, and capital project as work closes out.

Budget Tracking & Cost Control

• Draft project and turn budgets for internal approval; route budgets above standard thresholds for Partner sign-off.
• Track spend against budget through completion for each turn, renovation, and capital project, flagging variances as they emerge.
• Monitor the days-vacant clock for each unit turn against the lease deadline and escalate when a timeline is at risk.
• Package bid comparisons and budget-impact summaries for Partner approval before a contract is signed.

Project & Payment Milestone Tracking

• Maintain milestone and payment schedules for capital projects, confirming each payment ties to a completed, approved milestone.
• Track renovation and capital project status against the established timeline and flag schedule slippage before it compounds.

Routine Supply Procurement

• Manage ordering of routine building supplies used by superintendents and porters across the portfolio, including cleaning, maintenance, and general operational supplies.
• Monitor supply needs across buildings and proactively reorder before shortages affect building operations.
• Coordinate with superintendents and porters to confirm needs, delivery locations, and receipt of orders.
• Track supply spend by building to support budgeting and identify opportunities for cost savings or bulk purchasing.
• Identify and escalate instances where material costs for a specific building are exceptionally high compared to normal spend, flagging them for review by the Maintenance Manager.

IAI Documentation Support

• Support the Individual Apartment Improvement (IAI) process by compiling and organizing documentation needed to substantiate the scope and cost of work performed.
• Collect and maintain receipts, vendor contracts, invoices, and related records tied to each IAI project.
• Coordinate with vendors, superintendents, and internal staff to obtain any missing documentation needed to support IAI submissions.
• Keep files in a consistent, audit-ready format for each IAI unit or project.

Reporting & System of Record

• Maintain the system of record for every turn, renovation, and capital project — budgets, purchase orders, invoices, variance notes, and project files.
• Maintain vendor cost history to support bid comparisons and negotiation leverage.
• Own recurring reporting to Partners, including cost per turn, average days-vacant, budget variance by property and vendor, and capital spend trends.
• Ensure documentation is complete, accurate, and organized so the company can readily demonstrate proof of work performed and cost incurred on demand.

QUALIFICATIONS

• Prior experience in an administrative, coordination, analyst, back-office, or bookkeeping role; procurement, purchasing, property management, or construction-cost experience is a plus but not required.
• Organized and detail-oriented, with the ability to track multiple open orders, budgets, and documents at once without losing accuracy.
• Comfortable communicating in writing and by phone/email with building staff, vendors, and internal departments to keep orders and approvals moving.
• Reliable, consistent approach to recordkeeping and following documented processes and checklists.
• Basic proficiency with spreadsheets, email, and general computer/office software; willingness and ability to learn AppFolio and other company systems on the job.
• Ability to prioritize and follow through on tasks with minimal supervision in a remote work environment.
• Reliable internet connection and a quiet workspace, with availability to overlap with U.S. Eastern Time business hours.