What are the responsibilities and job description for the Budget Administrator position at Optimal Inc.?
Job Title: Budget Administrator
Location: Hybrid - Three days on-site per week (Tues - Thursday)
Department: Learning and Development
Job Description:
We are seeking a detail-oriented and organized Budget Administrator to join our LearningDevelopment team. In this role, you will manage budget tracking and forecasting, submit purchase order requisitions, and ensure timely resolution of invoice and purchase order issues. You will also support external training processes and collaborate closely with Learning Program Managers to align financial activities with program needs.
This position requires basic knowledge of eSAP and Ariba Guided Buying, strong communication skills, and the ability to manage multiple priorities in a dynamic environment.
Key Responsibilities:
- Facilitate external training registration and payments in compliance with OEM buyer guidelines.
- Submit purchase order shopping cart requisitions through the Ariba system.
- Maintain accurate budget tracking and documentation for all training and financial transactions.
- Create and maintain forecast files for learning programs.
- Track invoices, ensure approvals, and monitor payment processing by the Head of Learning.
- Resolve invoice and purchase order discrepancies.
- Provide guidance to requestors on processing requirements during form submissions.
- Manage and maintain the external training SharePoint site, lists, and automated workflows.
- Monitor the External Training SharePoint List for status updates and approvals.
- Confirm whether training aligns with forecasted needs, requires a business case, or should be rebilled to the requestor's organization.
- Prepare and share financial details with each Head of Learning (HoL) for review.
- Partner with the Learning Program Manager to create Statements of Work (SOWs) for equipment and delivery needs.
- Collaborate with the Learning Program Manager on external training budget forecasts.
- Manage rebilling processes for external training.
Qualifications:
EducationExperience
- Bachelor's degree in finance, Business Administration, or a related field.
- Minimum of 2 years of experience in a similar role (budget administration, procurement, or financial operations).
Technical Skills
Core Competencies
Proficiency in Microsoft Excel (spreadsheets, formulas, data analysis tools).
Basic knowledge of eSAPAriba required; prior administration experience strongly preferred.
Experience with SharePoint site management and Power Automate workflows preferred.
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Ability to build relationships, establish trust, and work collaboratively across teams.
Adaptability to shifting priorities and ability to manage multiple projects with competing deadlines.
Demonstrated problem-solving and issue-resolution skills.
