Job Description:
• Provide administrative and financial support across multiple client-facing projects
• Coordinate project activities from initiation through completion
• Maintain project documentation and support accurate project financial tracking
• Review and update purchase orders in NetSuite and confirm alignment with project requirements
• Process subcontractor and vendor invoices accurately and within established timelines
• Confirm invoices include the correct purchase order number, coding, approvals, and supporting documentation
• Match invoices to purchase orders and supporting records, research variances, and coordinate resolution
• Communicate with vendors regarding billing questions, documentation needs, and payment status
• Maintain organized and audit-ready project financial records, invoice logs, and supporting documentation
• Monitor project and program costs, identify discrepancies or emerging risks, and escalate concerns promptly
• Coordinate with Operations Managers, Project Managers, Finance, and other internal stakeholders
• Assist with subcontractor onboarding and ongoing documentation compliance
• Support project reporting, dashboards, data validation, and general administrative workflows
• Recommend and support process improvements for accounts payable and project coordination workflows
Requirements:
• Two to five years of experience in project coordination, project administration, accounts payable, or operations support
• Hands-on experience processing vendor or subcontractor invoices and resolving billing discrepancies
• Working knowledge of purchase orders, invoice matching, coding, approvals, and payment processes
• Experience supporting multiple projects while managing competing priorities and deadlines
• Strong proficiency in Excel, including formulas, pivot tables, data validation, and financial tracking
• Ability to maintain large datasets and project records with a high degree of accuracy
• Strong understanding of project documentation and administrative processes
• Excellent organizational, time management, and multitasking skills
• Strong written and verbal communication skills with vendors, customers, and internal teams
• High attention to detail with the judgment and follow-through needed to identify, investigate, and resolve discrepancies
• Self-motivated, dependable, and able to work independently while collaborating effectively within a team
• NetSuite experience is strongly preferred, particularly purchase order and accounts payable workflows
• Experience with Smartsheet, Monday.com, Asana, Google Sheets, or similar project management and tracking platforms is strongly preferred
• Experience with reporting, dashboards, data visualization, or project financial analysis is strongly preferred
• Experience supporting subcontractor onboarding, compliance documentation, or field service operations is strongly preferred
• Background in construction, technology, professional services, telecommunications, infrastructure, or field services is strongly 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, candid culture with 1:1 coaching, performance reviews, and a consistent feedback loop
• Quirky, diverse, respectful, high-performing coworkers