Project Operations Specialist
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 [email protected] 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
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.
Apply Now
Apply Now
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 [email protected] 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
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.
Apply Now
Apply Now