[Hiring] Project Specialist @UL Research Institutes

Role Description

We have an exciting opportunity for a Project Specialist at UL Research Institutes. This is a remote opportunity. The Project Specialist supports accurate, timely, and compliant financial administration across the organization. This role manages:

• Expense and invoice processing
• Purchase order creation
• Vendor onboarding
• Expense tracking
• Financial reporting through Workday

While providing dependable support to managers and the Education Director, you will play a key role in the rapid growth of UL as you:

• Enter and maintain financial information for expense reports and invoices, ensuring transactions are accurately coded, properly documented, and processed in a timely manner.
• Create purchase orders and coordinate required legal and administrative processes to support vendor engagements and business purchases.
• Set up and maintain records for new vendors in Workday, ensuring required information and documentation are complete and accurate.
• Monitor and maintain expense tracking tools, follow up on outstanding submissions, and ensure expense reports are submitted and processed according to established procedures.
• Prepare and submit expense reports on behalf of leaders, ensuring supporting documentation is complete and expenses are accurately recorded.
• Review financial information and identify discrepancies in reporting, timelines, and required documentation, following up as appropriate to support accurate and timely processing.
• Maintain organized financial records and follow applicable organizational policies and procedures related to purchasing, expenses, vendor management, and financial reporting.
• Collaborate and communicate effectively with internal teams, leaders, vendors, and other stakeholders to support accurate and timely financial administration.
• Perform other duties as assigned.

Qualifications

• Strong attention to detail with a commitment to accuracy and quality.
• Highly organized and skilled in managing multiple tasks, priorities, and deadlines.
• Effective problem-solving skills with the ability to identify discrepancies and resolve routine issues.
• Excellent written and verbal communication skills.
• Ability to exercise sound judgment and discretion when handling confidential or sensitive information.
• Strong interpersonal and collaboration skills with the ability to work effectively across teams and with internal and external stakeholders.
• Demonstrates accountability and consistent follow-through on assignments and responsibilities.
• Ability to adapt to changing priorities and respond effectively to time-sensitive assignments.

Requirements

• Bachelor's degree in business administration, finance, accounting, or a related field.
• Minimum 4 years of experience in financial administration, bookkeeping, accounts payable or expense administration.
• Working knowledge of expense reporting, invoice processing, purchase orders, and vendor administration.
• Experience using Workday or a similar financial management system.
• Proficiency with Microsoft Office and other relevant business applications.

Benefits

• All employees at UL Research Institutes are eligible for bonus compensation.
• Comprehensive medical, dental, vision, and life insurance plans.
• A generous 401k matching structure of up to 5% of eligible pay.
• Investment of an additional 4% into your retirement saving fund after your first year of continuous employment.
• Flexible working arrangements may be discussed with your manager.
• Paid time off, including vacation, holiday, sick, and volunteer days.