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

High attention to detail with the judgment and follow-through needed to identify, investigate, and resolve discrepancies