Project Operations Specialist

2 weeks ago

Philippines OnlyExperts Full time

Project Operations Specialist JD

Accounting Support:

  • Onboard new vendors for Corporate and Construction team support
  • Maintain and monitor the PO Request Responses Form. Coordinate with the Finance team to ensure all GL coding is provided on the PO Request Responses Form.
  • Process PO requests in NetSuite (2x/per week)
  • Ensure each PO request includes all required supporting documentation (i.e., subcontractor/consultant agreements, proposals)
  • Post-ACC Budget Upload:
    • Once project budgets are uploaded to Autodesk Cloud Construction (ACC), participate in the contract workflow
    • Process related POs in NetSuite
  • Invoice Processing:
    • Participate in the invoice approval workflow within ACC
    • Once invoices are approved, generate PDF copies and submit finalized invoices to for processing

Compliance:

  • Collect certificates of insurance from all subcontractors and consultants. Verify that coverage limits meet compliance requirements
  • Assist with requesting Certificates of Insurance from each carrier (Founder's Shield. Progressive, State Fund) as required for permitting 
  • Assist with requesting business licenses 
Qualifications
  1. Education & Experience
  • Bachelor's degree in Business Administration, Accounting, or a related field preferred.
  • At least 2 years of experience in project operations, vendor onboarding, or accounting support—ideally in the construction industry.
  • Experience working with US-based companies and familiarity with US Pacific Time (Los Angeles) work hours.
Technical Skills
  • Proficient in NetSuite for processing POs and managing vendor data.
  • Familiarity with Autodesk Cloud Construction (ACC) and construction budget workflows.
  • Proficiency in Microsoft Excel, Google Sheets, and PDF editing tools.
Knowledge & Competency
  • Understanding of GL coding, PO lifecycle, and invoice approval processes.
  • Knowledge of certificates of insurance (COIs) and permitting requirements.
  • Detail-oriented and highly organized with a strong sense of accountability.
Soft Skills
  • Strong communication and coordination skills to liaise with vendors, finance, and insurance carriers.
  • Proactive, self-starter with the ability to manage multiple tasks and deadlines remotely.
  • Strong problem-solving skills and a collaborative mindset.

Key Performance Indicators (KPIs)
  • On-time PO Processing. Ensure prompt and accurate processing of purchase orders.
  • Accurate Vendor Onboarding. Complete vendor setup with all required documentation.
  • Timely Invoice Submission. Submit finalized invoices promptly after approval.
  • Active Budget Workflow Participation. Support contract and budget workflows as assigned.
  • Compliance Documentation Collection. Maintain up-to-date certificates of insurance from vendors.
  • Responsive License & Insurance Coordination. Coordinate with carriers and agencies as needed for permits and licenses.
  • Accurate GL Coding Support. Provide correct GL codes and documentation in coordination with Finance.

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