Job Title: Project Specialist / Vendor Invoice Coordinator
Location: Pomona, CA, 91768 - Hybrid 2 day(s) onsite ((Mon & Tue) - Mandate))
Duration: 18 Months Assignment
Schedule: 40 hrs/week, M–F, 8:00 AM – 5:00 PM

Day to Day Responsibilities:

• Become a POC (point of contact) for our VM vendors, process invoices for their assigned vendors, track rejections, work with internal and external stakeholders to ensure our invoicing procedures are followed. Lead meetings with internal and external partners, utilize work management system datasets to analyze trends and validate invoices.
  •Ensure timely and accurate processing of invoices, maintaining adherence to established schedules and contractual obligations.
  •Demonstrate a high attention to detail
  •Apply advanced analytical and data interpretation skills to monitor, assess, and reconcile invoices
  •Serve as the primary point of contact for assigned vendors, facilitating clear communication and the prompt resolution and follow up
  •Collaborate effectively with internal teams to optimize workflows and support compliance with invoice processes
  •Identify and recommend opportunities for process improvements to enhance the efficiency and effectiveness of the Vegetation Management

Required Skills:

• Proficiency with work management and financial systems (e.g., SAP, Ariba or similar platforms)
  •Strong organizational and time management abilities
  •Excellent written and verbal communication skills
  •Ability to prioritize tasks and manage multiple deadlines efficiently
  •Proactive problem-solving and critical thinking skills
  •Experience in vendor management and relationship building
  •Strong Excel and data analysis skills (e.g., pivot tables, VLOOKUP, data validation)
  •Ability to work independently and as part of a team in a fast-paced environment

Desired Skills:

• Strong communication and follow up
• • Project/program management
• • Utility experience

Education: High School Diploma or Equivalent

Notes: 
Role Overview
These positions support client’s Vegetation Management team and focus heavily on invoice review, validation, and processing. While vegetation management experience is not required, candidates must be comfortable operating in a fast-paced, high-volume environment and managing multimillion-dollar vendor contracts.
Job Description and Responsibilities
• Serve as the point of contact for assigned vegetation management vendors.
• Process, validate, reconcile, and approve invoices using work management systems (primarily Ariba; SAP experience is also beneficial).
• Track rejections and follow up with vendors, operations supervisors, and internal stakeholders.
• Lead meetings, provide training to assigned vendors, and ensure invoices align with contract terms and field work.
• Use datasets and advanced Excel skills to analyze invoice trends and confirm accuracy.
• Ensure invoices meet required vendor-specific payment terms (3, 10, 30, or 60 days).
• Identify opportunities for workflow or process improvements.
Required Skills
• High attention to detail.
• Strong analytical and problem?solving skills.
• Proficiency with Excel (pivot tables, formulas, VLOOKUPs, data validation).
• Experience with invoicing, AP/AR, accounting, or financial systems.
• Strong communication and follow?up abilities.
• Ability to work independently, prioritize tasks, and manage multiple deadlines.
Desired Skills
• Project or program management experience.
• Utility experience (preferred but not required).
• Vendor management or contract-based industry experience (such as construction or real estate).
Education and Experience
• Minimum requirement: high school diploma with relevant experience.
• Preferred: bachelor’s degree.
• Experience level: no strict requirement; ideal range is 1–3 years, but open to less or more as long as skills match.
Work Environment
• Hybrid schedule: on-site in Pomona on Mondays and Tuesdays (mandatory), remote Wednesday through Friday.
• High-volume workload: the team processes approximately 1,000 invoices per week.
• Invoices can range from a few pages to hundreds depending on the program.
Interview Process and Timeline
• One Microsoft Teams interview, with a possible brief follow-up.
• The hiring manager will be on PTO starting Friday and returning December 29.
• Resumes received this week may be reviewed prior to PTO; otherwise, review will resume December 29–31.
• Interviews are expected to be scheduled for the week of January 6 unless strong candidates are identified earlier.
Additional Notes
• Two identical openings for this position.
• Job title cannot be changed.
• Utility experience is beneficial but not required; invoice accuracy, contract understanding, and analytical capability are the primary focus.
Please share qualified resumes as soon as possible so we can move forward with scheduling. 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 33.97/hr.