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 purchasing@samara.com 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.
- 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.
- 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.
- 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.