Project Coordinator / Accounts Payable Specialist

Job Title 

Location: Remote 

Who You Are 

You are a seasoned Project Coordinator who comes with strong financial acument and is highly detail oriented.  

About The Role 

We are seeking a Project Coordinator / Accounts Payable Specialist to provide administrative and financial support across multiple client-facing projects. This role helps ensure projects are executed efficiently from initiation through completion by coordinating project activities, maintaining documentation, processing subcontractor and vendor invoices, and supporting accurate project financial tracking. 

The ideal candidate is highly organized, detail-oriented, and comfortable working with purchase orders, invoices, spreadsheets, project tracking tools, and cross-functional teams in a fast-paced, multi-project environment. 

Other responsibilities include: 

• 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 professionally 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 

Desired skills and experience:  

• 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 the ability to work professionally with vendors, customers, and internal teams