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Project Management Operations Assistant

The World's Largest Social Network

Menlo Park, CA

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Expected Salary
$25 - $28 per hour
Job Description

HireArt is looking to hire a Project Management Operations Assistant to work on-site at our client’s Menlo Park campus on a contract basis. In this role, you’ll provide support to the Project Management team and ensure the smooth running of day-to-day processes. 

As Project Management Operations Assistant, you’ll take the lead on a variety of responsibilities, including managing purchase orders, equipment requests, contract generation, and supplier on-boarding. You’ll also liaise between departments and support coordination of team-wide events. 

We’re seeking candidates who are proactive and have an eye for detail. You have relevant experience in operations, contract management, and vendor/supplier relationships. You’re a great communicator and can work well with diverse teams to achieve project goals. 

Responsibilities: 

  • Provide support to Project Management Operations Specialist (PMOS) and Menlo Park/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 over-billed 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. 
    • Prepare routing forms for VP/CFO signature.
    • Scan and file signed documents utilizing internal databases and tools. 
    • Audit and update contract tracker to keep contracts moving along. 
  • Open mail and route appropriately. 
  • Assist Suppliers with payment inquiries and act as liaison with the Accounts Payable department.
  • Communicate any on-boarding or payment issues to PMOS and escalate as necessary.
Requirements
  • Bachelor's degree
  • Experience in an operations-focused role
  • Related experience in contract and supplier management
  • Experience using internal databases and CRM systems
  • Highly motivated and proactive 
  • Able to quickly learn new software and tools
  • Extremely organized and attentive to detail
  • Sound judgement and ability to maintain confidentiality
  • Comfortable working independently as well as collaboratively
  • Able to meet deadlines and thrive in a fast-paced environment

Commitment: This is a 12-month contract. 

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