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

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.
  
  

• 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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