Facilities Invoice Coordinator at Cotti Foods Corporation – Rancho Santa Margarita, California

The Facilities Invoice Coordinator is responsible for managing all billing, invoicing, and financial documentation related to maintenance, repair, and capital projects across all Cotti Foods brands, including Taco Bell, Wendy’s, Pieology, and 7 Brew. This role ensures timely and accurate processing of facilities invoices in Restaurant365 (R365), maintains alignment between Corrigo work orders and financial records, and provides clear financial visibility to Facilities leadership.

The Facilities Invoice Coordinator supports the Director of Facilities by ensuring invoice accuracy, cost control, and compliance with company and brand standards. This position will also cross-train in Compliance and Facilities Systems functions to support departmental continuity and operational efficiency.

Key Responsibilities:

• Process all facilities-related invoices in Restaurant365 (R365) for all supported brands.
• Enter Corrigo work order completion notes directly into R365 invoices to ensure documentation visibility and audit traceability.
• Input detailed comments, job notes, general ledger coding, and supporting documentation.
• Track all facilities-related purchases, including labor, materials, repairs, and project expenses.
• Reconcile vendor invoices to ensure accuracy, completeness, and alignment with Corrigo work orders.
• Prepare, review, and submit monthly billing packages and pay applications as required.
• Monitor invoice status and ensure vendor payments are processed within agreed-upon timelines.
• Generate accounts payable and accounts receivable reports for Facilities leadership and Finance

• Assist the Director of Facilities with facilities budget development and ongoing financial review.
• Support quarterly and annual forecasting for maintenance, repairs, and capital projects.
• Provide cost summaries, spend tracking, and variance reporting.
• Maintain real-time project financial visibility through organized and structured documentation.

Vendor, Technician & Partner Coordination

• Communicate with vendors, subcontractors, and internal partners regarding billing discrepancies, invoice corrections, and documentation requirements.
• Validate invoices, purchase documentation, receipts, and work order details prior to submission or approval.
• Ensure accurate tracking of labor and compensation for vendor-performed and in-house technician work.
• Serve as a financial liaison between vendors, technicians, Facilities leadership, and internal stakeholders.

Documentation, Compliance & Cross-Training

• Maintain organized digital and physical records for invoices, receipts, and supporting documentation to ensure audit readiness.
• Ensure all invoices comply with work order documentation, brand standards, and internal approval processes.
• Assist with maintaining asset-related documentation (e.g., vehicles, tools, and equipment) for compliance and financial oversight.
• Cross-train in Compliance and Facilities Systems roles to support redundancy and departmental continuity.
• Support internal and external audits by providing accurate financial and operational records.

Qualifications

• 2–4 years of experience in bookkeeping, accounts payable/receivable, or invoice processing; facilities, construction, or multi-unit operations experience preferred.
• Experience with Restaurant365 (R365) required or strongly preferred.
• Experience with Corrigo or a similar CMMS platform required or strongly preferred.
• Working knowledge of AP/AR processes, invoice workflows, and vendor billing practices.
• Proficiency in Microsoft Excel and financial documentation tools.
• Strong attention to detail with the ability to identify errors and discrepancies.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced, multi-brand environment.

Physical Requirements

• Ability to sit for extended periods.
• Occasional walking, bending, and lifting 10-40 pounds may be required.

Other Duties

• This job description is not intended to be all-inclusive; employee may be required to perform other related duties as assigned to meet the ongoing needs of the business.