Vendor Coordinator / Invoice Specialist (Hybrid)

Location: Arlington, VA

Schedule: Hybrid (On-site Monday-Thursday, Remote Friday)

Job Type: 3-4 month temporary contract (Maternity leave coverage)

Compensation Range: $30.00 - $38.00/hr W2

We are seeking a detail-oriented Vendor Coordinator and Purchase Order Specialist to join our team for a 3-4 month temporary assignment. This role is critical in supporting our communications entity by managing the lifecycle of vendor invoicing, purchase orders, and internal operational workflows. You will ensure that expenses are accurately tracked, coded, and billed back to the appropriate internal entities.

The ideal candidate is a proactive communicator who enjoys organizing data and collaborating with cross-functional teams. You will receive hands-on training from the current incumbent to ensure a seamless transition before their leave.

Responsibilities:

• Invoicing & Expense Coding: Review and code all incoming invoices. Ensure expenses are assigned to the correct expense types, project codes, and bill-back entities.
• Purchase Orders: Submit PO requests to the Procurement team as new vendor contracts are executed and keep stakeholders informed of status.
• Vendor Operations: Create and code projects within Workfront for executed agreements and monitor contract statuses to identify and resolve any bottlenecks.
• Service Verification: Coordinate with "Service Verifiers" to confirm that deliverables have been received before processing payments.
• Data Management: Handle specialized paid media invoices by pulling data from platforms (e.g., Google) into Excel for detailed coding.
• Reporting: Pull monthly creative team hours from project management software and provide data to the Finance and Accounting departments.
• Vendor Management: Manage invoicing, process incoming invoices, and handle purchase orders.
• Collaboration: Support Mike (director) with vendor-related tasks.
• Knowledge Transfer: Sit down with person in role now for training on specific workflows prior to her leave.
• Communication: Coordinate with vendors and internal employees to gather missing information or resolve discrepancies.
• Post-Training: Once the person in role is out, this role will report to Mike for ongoing guidance and assistance.
  
  
  

Systems & Tools

• Concur: Primary tool for invoices and purchase orders (High Priority).
• Jira: Used as the internal ticketing system.
• Workfront: Project management tool; "nice to have," but not a requirement.
  
  
  

Qualifications

• Technical Proficiency: Strong experience using Concur for invoices and purchase orders is highly prioritized.
• Systems Experience: Familiarity with Jira for ticketing. Experience with Workfront is a significant plus.
• Detail-Oriented: Ability to navigate a high volume of codes and manage complex bill-back structures accurately.
• Communication: Strong interpersonal skills for coordinating with internal employees and external vendors to resolve discrepancies.
• Education/Experience: An accounting background is helpful but not required; professional experience in vendor management or procurement is preferred.
• Experience: The specific industry/background of vendors supported in the past is not critical.
• Technical Skills: * No deep "coding" (programming) required.
• Must have familiarity with expense coding (assigning expense types).
• Must be able to navigate a high volume of codes (e.g., billing event-specific vendor costs back to the correct internal codes).
• Accounting: An accounting background is helpful but not a mandatory requirement.
  
  
  

Interview Process

• Format: A single round (Panel interview with all three stakeholders).
• Duration: 45 minutes to 1 hour.
  
  
  

JOBID: 122025-120189

#PL

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Cella, a randstad digital company, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact HRsupport@randstadusa.com.

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Cella by randstad digital offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).

This posting is open for thirty (30) days.