Project Management Operations Assistant

Menlo Park, CA 94025 | Contract

Post Date: 05/30/2018 Job ID: 22231 Industry: Program- Project Manager Pay Rate: 28.27

Project Management Operations Assistant

  • Provide support to Project Management Operations Specialist (PMOS) and Americas Project Management team
  • Manage Purchase Orders, including the following tasks:
    • Entering requisitions for construction, art, and furniture (Product/Services, Ergo and IT) and coordinating with Accounting Department regarding coding
    • Investigating overbilled Purchase Orders and keeping Purchasing Department apprised of progress
    • Monitoring requisition progress and proactively following up on delays or rejections
    • Auditing Purchase Orders to see what can be closed
    • Preparing and submitting manual payment requests
  • Coordinate badge and equipment requests, effectively track badge requests, and proactively extend badges as appropriate to ensure access is not denied.
  • Onboard Suppliers into financial system and proactively follow-up regarding delays.
  • Coordinate events or tours with Events Team.
  • Assist with Contract generation and routing:
    • Review assigned contracts for errors
    • Route contracts via EchoSign according to Approval Authority Matrix
    • Prepare routing forms for VP/CFO signature
    • Scan and file signed documents in Dropbox database and in-house Contracts Tool
    • Audit and update contract tracker to keep contracts moving along
  • Open mail and route appropriately. Scan and file Preliminary Notices.
  • Assist Suppliers with payment inquiries and act as liaison with Facebook’ s AP Department
  • Communicate any onboarding or payment issues to PMOS and escalate as necessary.
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