Facilities Management and Accounts Payable Coordinator

Description

Job Location: Union City, CA

Exempt/ Non-Exempt: Non-Exempt (Hourly)

Reporting Structure: Facilities Management Lead

Hourly Salary Range: $26.00 - $29.00

About the Company

Vintner’s Distributors is the corporate arm for Au Energy, Loop Neighborhood Market, and Poppy Market and is based in Union City, CA, with stores and stations across California. The company was founded in 1978 and develops real estate and owns and operates gas stations with convenience stores and car washes. It also has a wholesale division that delivers fuel to dealer locations in the market.

Position Summary

The Facilities Management & Accounts Payable Coordinator provides administrative support to the Facilities Management department by helping process invoices, organize documentation, and maintain records related to maintenance and property operations across company retail locations.

This position focuses on assisting with routine accounts payable tasks, maintaining organized files for licenses and permits, and supporting communication with vendors and other duties as assigned. The role requires strong attention to detail, organization, and the ability to manage multiple tasks in a fast-paced office environment.

Accounts Payable Support

• Review invoices for completeness and submit them for processing in the accounts payable system.
• Assist with coding invoices to the appropriate department or expense category.
• Track invoice status and follow up with vendors or internal departments as needed.
• Maintain organized digital and physical records of invoices and supporting documents.
• Assist with weekly invoice processing and documentation.

Facilities Administrative Support

• Maintain records of maintenance requests, vendor invoices, and service documentation.
• Assist the Facilities team with organizing vendor contracts, service reports, and repair documentation.
• Communicate with vendors regarding invoice documentation or basic service confirmations when needed.
• Track facility-related expenses and maintain organized records for internal reference.

Licensing & Compliance Documentation

• Assist with maintaining store licenses, permits, and regulatory documentation.
• Upload and organize documents in Laserfiche and SharePoint.
• Help ensure records are properly filed and accessible for internal teams.

Property Support

• Assist with maintaining documentation related to company-owned apartment properties.
• Organize records related to property expenses and vendor invoices.
• Provide administrative support related to property documentation as requested.

Requirements

• High School Diploma or GED required.
• Associate’s degree or coursework in Accounting, Business Administration, or related field preferred.
• 1–3 years of administrative, accounts payable, or office support experience preferred.
• Experience in retail, facilities management, or property administration is a plus.
• Strong organizational skills and attention to detail.
• Basic computer proficiency, including Microsoft Office and document management systems.
• Ability to communicate effectively with internal teams and vendors.
• Ability to manage multiple tasks and maintain organized records.

Benefits

• Medical, Dental, and Vision Insurance
• Paid Vacation 
• Sick time 
• Paid Holidays
• 401(k) Retirement Plan with Employer Match

Disclaimer

The responsibilities outlined above are a general summary of the position. Management reserves the right to revise or adjust the job description based on business needs.

Background Check

The company reserves the right to conduct background checks as a condition of employment.