Project Coordinator, Accounts Payable Specialist

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

📋 Description

• Deliver administrative and financial assistance across various client-focused projects.

• Oversee project tasks from initiation to completion.

• Preserve project documentation and ensure precise tracking of project finances.

• Examine and revise purchase orders in NetSuite, ensuring they align with project specifications.

• Accurately process invoices from subcontractors and vendors within set timelines.

• Verify that invoices contain the correct purchase order number, coding, approvals, and supporting documents.

• Reconcile invoices with purchase orders and related records, investigate discrepancies, and facilitate resolutions.

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

• Keep organized and audit-ready financial records, invoice logs, and supporting documentation for projects.

• Track project and program expenses, pinpoint discrepancies or potential risks, and escalate issues swiftly.

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

• Aid in the onboarding of subcontractors and ensure ongoing compliance with documentation.

• Assist with project reporting, dashboards, data validation, and general administrative tasks.

• Propose and facilitate process enhancements for accounts payable and project coordination workflows.

⛳️ Requirements

• Two to five years of experience in project coordination, project administration, accounts payable, or operational support.

• Practical experience in processing invoices from vendors or subcontractors and resolving billing issues.

• Familiarity with purchase orders, invoice reconciliation, coding, approvals, and payment processes.

• Ability to support multiple projects while juggling competing priorities and deadlines.

• Strong command of Excel, including the use of formulas, pivot tables, data validation, and financial tracking.

• Proficient in maintaining extensive datasets and project records with a high level of accuracy.

• Solid understanding of project documentation and administrative processes.

• Exceptional organizational, time management, and multitasking abilities.

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

• Keen attention to detail with the necessary judgment and follow-through to identify, investigate, and resolve discrepancies.

• Self-driven, reliable, and capable of working autonomously while collaborating effectively within a team.

• Experience with NetSuite is highly preferred, especially in relation to purchase order and accounts payable processes.

• Familiarity with Smartsheet, Monday.com, Asana, Google Sheets, or other project management and tracking platforms is highly preferred.

• Background in reporting, dashboards, data visualization, or financial analysis for projects is highly preferred.

• Experience in supporting subcontractor onboarding, compliance documentation, or field service operations is highly preferred.

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

🏝️ Benefits

• Unlimited Paid Time Off (PTO).

• Incentive compensation plans available for all employees.

• Company-funded 401k contributions.

• Employer-covered health insurance at no cost.

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

• Paid Parental Leave.

• A transparent and candid culture featuring 1:1 coaching, performance reviews, and a consistent feedback loop.

• Work alongside quirky, diverse, respectful, and high-performing colleagues.