Project Coordinator – Accounts Payable Specialist

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Provide administrative and financial assistance for various client-facing projects.

• Oversee project activities from inception to completion.

• Keep project documentation organized and ensure precise financial tracking.

• Review and update purchase orders in NetSuite, ensuring they align with project specifications.

• Accurately process subcontractor and vendor invoices within set deadlines.

• Verify that invoices contain the correct purchase order number, coding, approvals, and necessary documentation.

• Reconcile invoices with purchase orders and supporting documents, investigate discrepancies, and facilitate resolutions.

• Liaise with vendors regarding billing inquiries, documentation requirements, and payment statuses.

• Maintain organized, audit-ready project financial records, invoice logs, and supporting materials.

• Track project and program expenses, identify discrepancies or potential risks, and escalate issues promptly.

• Collaborate with Operations Managers, Project Managers, Finance, and other internal stakeholders.

• Assist in subcontractor onboarding and ensure ongoing documentation compliance.

• Support project reporting, dashboards, data validation, and general administrative processes.

• Propose and facilitate improvements for accounts payable and project coordination workflows.

⛳️ Requirements

• A minimum of two to five years of experience in project coordination, project administration, accounts payable, or operations support.

• Practical experience in processing vendor or subcontractor invoices and resolving billing issues.

• Knowledgeable in purchase orders, invoice matching, coding, approvals, and payment procedures.

• Experience managing multiple projects while balancing competing priorities and deadlines.

• Strong proficiency in Excel, including formulas, pivot tables, data validation, and financial tracking.

• Ability to manage large datasets and project records with exceptional accuracy.

• Solid understanding of project documentation and administrative procedures.

• Excellent organizational, time management, and multitasking abilities.

• Strong written and verbal communication skills with vendors, customers, and internal teams.

• High attention to detail with the ability to identify, investigate, and resolve discrepancies effectively.

• Self-motivated, reliable, and capable of working independently while also collaborating effectively within a team.

• NetSuite experience, particularly with purchase order and accounts payable workflows, is highly preferred.

• Familiarity with Smartsheet, Monday.com, Asana, Google Sheets, or similar project management and tracking tools is strongly desired.

• Experience in reporting, dashboards, data visualization, or project financial analysis is highly preferred.

• Background in supporting subcontractor onboarding, compliance documentation, or field service operations is strongly preferred.

• Experience in construction, technology, professional services, telecommunications, infrastructure, or field services is highly preferred.

🏝️ Benefits

• Unlimited Paid Time Off (PTO).

• Incentive compensation plans for all employees.

• Company-funded 401k contributions.

• Zero-cost employer-covered health insurance.

• Annual BYOD (Bring Your Own Device) reimbursement up to $500.

• Paid Parental Leave.

• Transparent and open culture with 1:1 coaching, performance reviews, and a consistent feedback loop.

• Quirky, diverse, respectful, high-performing coworkers you’ll want to achieve greatness with!