Facilities Business Systems Associate

Overview

The Facilities Business Systems Associate plays a vital role in supporting the financial operations and business systems of the Facilities and Security departments. This position requires a high level of accuracy, attention to detail, and the ability to juggle multiple priorities in a fast-paced environment. The ideal candidate will contribute to financial tracking, vendor management, administrative process improvement, and communication across internal and external stakeholders. This role is essential to maintaining operational and financial efficiency across facilities initiatives.

Responsibilities

Invoice Processing and Accounts Payable Coordination 

• Review and validate incoming invoices for accuracy and compliance. 

• Accurately enter invoice data into the accounting system in a timely manner. 

• Route invoices for departmental approval and ensure proper documentation is obtained. 

• Assist Accounts Payable in processing pending vendor payments by receiving purchase orders through the accounting system and identifying remaining spend on blanket purchase orders. 

• Collaborate with Accounts Payable and Finance to follow up on pending payments. 

Vendor Management 

• Collect and verify required documentation for vendor setup and compliance. 

• Resolve issues related to billing discrepancies, purchase orders, or payment errors. 

• Maintain and update the vendor database, ensuring accuracy and data integrity. 

• Act as a liaison to vendors regarding invoice status and payment inquiries. 

Financial Reconciliation and Project Support 

• Monitor blanket purchase orders and reconcile actual expenses against budgets. 

• Process project-related invoices, ensuring alignment with approved funding. 

• Track and report monthly project spend; assist with fund reallocations. 

• Identify cost savings, project shortfalls, and available funds for reallocation. 

• Close out completed projects and communicate final financial status to Finance. 

Departmental and Administrative Support 

• Send reminders and communications related to HR deadlines, employee programs, and internal policies. 

• Support employee engagement initiatives and facilitate departmental coordination. 

• Assist in vendor onboarding by liaising with Finance and Facilities team members. 

Smartsheet and Business Systems Administration 

• Maintain and update Smartsheet tools, including user lists, project groups, and communication channels. 

• Ensure vendor records and project tracking data are up to date within business systems. 

• Adapt to evolving department needs and take on additional responsibilities as required.

Required

• Bachelor's degree plus 3-5 years of relevant experience
• Proven experience in financial operations, invoice processing, or vendor management. 

• Strong attention to detail and ability to manage competing priorities. 

• Proactive problem-solver with excellent organizational and communication skills. 

• Familiarity with Microsoft D365, Smartsheet, and ExFlow is preferred. 

• Ability to thrive in a collaborative and fast-paced team environment.

Compensation at Joby is a combination of base pay and Restricted Stock Units (RSUs). The target hourly rate for this position is $63,564 - $130,681/yr. The compensation package will be determined by job-related knowledge, skills, and experience.

Joby also offers a comprehensive benefits package, including paid time off, healthcare benefits, a 401(k) plan with a company match, an employee stock purchase plan (ESPP), short-term and long-term disability coverage, life insurance, and more.

Additional Information

Joby Aviation is an equal opportunity employer.