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 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

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.
2. 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.
3. 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.
4. 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.