A facility management bookkeeper records the money at a company paid to clean and maintain other people's buildings. They bill each property's owner, apply payments that come from many property accounts, and post crew, supply and vendor costs to the right building. They also check overtime when one worker earns two pay rates in a week.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, facilities support services · BLS, May 2025
Serve as a key financial team member responsible for processing financial entries, managing accounts, and maintaining overall fiscal integrity within the facility management division. Ensure accurate and timely reconciliation of accounts and management of AP/AR activities. Contribute to efficient operations by streamlining financial processes and supporting data-driven decision-making. Collaborate closely with the facilities management team to align financial practices with operational objectives.
2. Essential Duties and Responsibilities
Process daily financial entries and maintain accurate records of transactions.
Reconcile bank statements and accounts ensuring all discrepancies are identified and resolved.
Oversee accounts payable and receivable to support cash flow management.
Prepare periodic financial reports and assist with budget analysis.
Ensure compliance with all relevant financial regulations and company policies.
3. Key Tasks / Daily Activities
Record and process incoming invoices, receipts, and financial documents.
Review and reconcile facility expense reports with supporting documentation.
Monitor scheduled payments and follow up on overdue invoices.
Coordinate with vendors and internal teams to resolve financial discrepancies.
Assist with the preparation of financial forecasts and variance analysis.
4. Key Performance Indicators (KPIs)
Timeliness of financial record entries: 100% adherence to daily processing deadlines.
Invoice processing turnaround time: Achieve a processing time of less than 24 hours per invoice.
AP/AR balance accuracy: Maintain a reconciliation accuracy rate of 98% or greater.
5. Required Qualifications and Skills
Bachelor’s degree in Accounting, Finance, or related field.
Minimum of 3 years of bookkeeping or accounting experience, preferably within facility management or related industries.
Proficient in accounting software and Microsoft Office Suite.
Strong analytical skills with a high attention to detail in financial reconciliation.
Excellent organizational and communication skills.
6. Preferred Experience
Experience within the home services or facility management industry.
Prior involvement with AP/AR management and financial reconciliations in a multi-site environment.
Familiarity with advanced accounting software systems.
Previous exposure to budget planning and financial forecasting.
7. Physical Requirements
Ability to sit for prolonged periods while working at a computer.
Occasionally lift or move boxes up to 20 lbs.
Work in a standard office setting with minimal physical strain.
Ability to maintain focus in a fast-paced, high-accuracy environment.
8. Work Environment and Schedule
Standard office hours with the possibility of extended hours during peak financial periods.
Minimal travel required, primarily local visits to facility sites if necessary.
Occasional after-hours support for periodic financial close processes.
Opportunity for remote work options as determined by company policy.
9. Compensation and Benefits
Competitive salary range of $45,000 - $55,000 USD per year, commensurate with experience.
Eligibility for performance-based bonuses.
Comprehensive benefits package, including Health, Dental, and Vision insurance.
Participation in 401k and other fringe benefits as offered by the company.
10. Company Culture and Overview
At [INSERT COMPANY NAME HERE], we foster a culture of collaboration, innovation, and continuous improvement.
We are committed to empowering our employees to grow both personally and professionally, ensuring a supportive work environment that values diversity and inclusion.
Our approachable leadership team encourages open communication and proposes regular team-building activities, making it an ideal environment for driven individuals to thrive.
We pride ourselves on our mission to provide exceptional home services that exceed customer expectations while continuously evolving through shared success.
11. How to Apply
If you meet the above criteria and want to be part of a growth-oriented company focused on customer satisfaction, please send your resume to [INSERT EMAIL HERE] or apply online at [INSERT WEBSITE LINK HERE].
Need help filling this role? HireBus posts the ad, Iris interviews every applicant by phone before you do, and you decide who to hire. Start hiring now
What a facility management bookkeeper keeps straight
Revenue comes in as a fixed fee per building each month plus extra work orders. Payroll covers cleaners, porters and technicians who may work at several buildings in one week. Most mistakes put the right amount on the wrong building, owner or pay rate.
Each building may be its own customer
Apartment communities and retail centers are often held by a separate company for each property, with a management firm running them. Set up each owning company as its own customer, with the property's name, billing address and payment terms, and treat the management firm as the contact. An invoice made out to the wrong owner can sit unpaid for weeks. When a property sells, the buyer is a new customer, and the old owner's open balance stays with the old owner.
Two pay rates in one week
A porter who covers a night cleaning shift may work at two pay rates in one week. Federal rules add up every hour worked for you that week, at every building, before overtime is figured. The regular rate is then a blend: the week's total pay, apart from the few items the law leaves out, divided by all hours. Paying time and a half of the rate for whichever job filled the overtime hours instead takes the worker's agreement in advance. Look for two job codes before each payroll closes. Source: eCFR: 29 CFR 778.115, employees working at two or more rates.
West Virginia taxes repairs but not capital improvements
In West Virginia, for example, sales of services are taxable unless an exemption clearly applies. The state's guide for building trades says repair and maintenance work is taxable, labor and materials both. Work that ends in a capital improvement is not taxed to the customer. HVAC maintenance contracts and repainting are on the taxable side. Installing a new central air system is not. A business that fails to collect the tax owes it itself. So code each invoice line by what the work produced. Source: Example state: West Virginia Tax Division, TSD-310, capital improvement rule (rev. July 2026).
Supplies have to land on a building
Paper, liners, soap and floor finish leave the warehouse for each client's janitor closet. Some contracts include them in the monthly fee and others bill them as a separate line. The bookkeeper posts each transfer to the building that received it, using the supply manager's delivery records. That keeps each building's margin honest, and on contracts that bill supplies, the same record becomes the invoice line.
How much facility management bookkeepers make
The closest BLS group for facility management bookkeepers is bookkeeping, accounting, and auditing clerks. Bookkeeping, accounting, and auditing clerks who work for facilities support companies earned a median of $23.69 an hour ($49,280 a year) in May 2025, according to the Bureau of Labor Statistics. That’s about the same as the $50,670 median for bookkeeping, accounting, and auditing clerks in all industries. About 1,050 of the 1,373,680 bookkeeping, accounting, and auditing clerks in that survey work for facilities support services.
Salary plus a results bonus, per the blueprint. The band brackets the BLS median for this occupation at facilities support companies, so a hire who has billed dozens of property owners may push for its upper end.
Facilities support services
$49,280$49,280 median Middle half $44,110–$59,880 10th–90th $38,620–$68,620
All industries
$50,670$50,670 median Middle half $43,520–$61,470 10th–90th $36,000–$74,550
$30k$40k$50k$60k$70k$80k
10th–90th percentileMiddle halfMedianAnnual pay, May 2025. Source: BLS Occupational Employment and Wage Statistics.
Annual pay by percentile
Group
10th
25th
Median
75th
90th
Facilities support services
$38,620
$44,110
$49,280
$59,880
$68,620
All industries
$36,000
$43,520
$50,670
$61,470
$74,550
The pay line in the template above is an example from our Role Blueprint. Set yours from these figures and what local companies pay.
Skills to hire for, and what you can teach
Hire for these
Has billed recurring monthly contracts to many separate property owners
Keeps customer records by owning company, not by management firm
Checks overtime for hourly staff who work more than one job in a week
Codes revenue and costs by building, client and service line
Keeps tax codes right when one invoice mixes taxable and exempt work
Teach these on the job
Which properties belong to which owner and management firm
Your timekeeping job codes for porter, cleaning and technician work
Each contract's rules for billing supplies
How closed work orders flow from your CMMS into invoices
Where each of your states draws the line between taxed upkeep and untaxed improvements
Day to day, the bookkeeper works between the ledger, the time clock's site and job codes, and the CMMS list of closed work orders. Property managers' payables systems send payment details as emailed files, portal downloads or paper stubs, so plan on some matching by hand.
Two of the 6 questions we'd ask, and what a strong answer sounds like. Ask every candidate the same questions, and rate each answer on your own before you compare notes.
Situational · Short-pay disputes
A large client short-pays an invoice and says two work orders weren't approved. What do you do?
A strong answer: Pulls the approvals, emails or PO numbers, checks with operations, sends the backup, adjusts if the client is right, and fixes the approval step that failed.
Behavioral · Collections without damage
Tell me about a time you collected from a facility client who was holding payment over a disputed work order, without hurting the relationship.
A strong answer: Got the work order, photos and sign-off from operations, found the right contact in the client's payables team, settled the disputed part with the account manager, collected the rest on time, and fixed any portal errors.
Run two or three closes before you fix these targets with the CFO, and keep billing and payroll on separate lines, since they go wrong for different reasons.
Timeliness of financial record entries
Each day's invoices, receipts and payroll entries posted by the cutoff, using the entry dates in the ledger. List the late days and the building or batch that held them up.
Account reconciliation accuracy
After each month's bank, payroll clearing and receivables reconciliations, count the items the CFO or outside accountant later corrected. Compare that count with all items reconciled, and note which account produced the most fixes.
Invoice processing turnaround time
Track each document's age when it's posted: a client invoice from the day its work order closed, a vendor bill from the day it arrived. Show client invoices held for a property manager's approval apart, since that wait isn't the bookkeeper's.
AP/AR balance accuracy
At month-end, tie the receivables aging to the ledger property by property, and the payables aging to vendor statements. Log every balance that didn't match and why, for example cash posted to the wrong property.
Career path
Accounts receivable clerkSets up owner accounts and works the late list property by property.
BookkeeperRuns payables, receivables, reconciliations and payroll checks for every building.
ControllerOwns the monthly statements by building and supervises billing and payables staff.
What should a facility bookkeeper do with a payment that has no remittance?
Post it as unapplied cash under the property that paid, not against the oldest open invoice. Then ask the property manager's payables team which invoices it covers. A guess can make one building look paid and another look late, and the wrong property manager gets the collection call. Clear unapplied cash before each month's aging goes to the CFO.
How much does a facility management bookkeeper make?
Bookkeeping, accounting, and auditing clerks who work for facilities support companies earned a median of $23.69 an hour ($49,280 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $44,110 and $59,880 a year. Pay also depends on your local market, experience and overtime.
What goes into a facility bookkeeper's month-end close?
First, invoice every extra work order a property manager approved this month, so none slips into next month. Next, accrue vendor work that finished but hasn't been billed to you yet, so its cost lands in the right month. Compare payroll hours by building with each building's planned hours, and flag the sites that ran over before the CFO asks. Last come the bank, payroll and receivables reconciliations.
How can you test a facility bookkeeper before hiring?
Give finalists a week of time punches for one worker: some hours as a day porter at one rate and some as a night cleaner at a higher rate, past 40 hours in total. Ask what overtime is owed and how they got there. Then hand them one payment from a property management firm that covers three properties' invoices.
Why does the bookkeeper template stress focus and accuracy?
It points to two crunch times. Before each payroll cutoff, time punches from many buildings have to be checked and fixed, often hundreds of them. At month-end, every building's labor, supplies and vendor costs must be posted to the correct property. In your posting, describe those tasks and their deadlines rather than the trait, and mention the odd trip to a client site, such as counting a supply closet with the supply manager.
