Project Specialist, Operations
UL Research Institutes
Summary
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, and financial reporting through Workday while providing dependable support to managers and the Education Director.
Job description
What you'll learn and achieve
- 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.
What makes you a great fit
- 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
- Bonus Compensation
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Life Insurance
- 401(k) Matching
- Retirement Saving Fund
- Paid Time Off
- Vacation Days
- Holiday Days
- Sick Days
- Volunteer Days
- Flexible Working Arrangements
Company overview
UL Research Institutes is a leading independent safety science organization with global reach, established in 1894 as part of the UL enterprise. Dedicated to exploring vital questions related to public safety, the organization senses and acts on risks to humanity and our planet through rigorous scientific research. As one of three distinct organizations within the UL enterprise alongside UL Solutions and UL Standards & Engagement, UL Research Institutes focuses on discovery-driven investigations across multiple scientific disciplines. The organization conducts research in electrochemical safety science, fire science, chemical and environmental safety, data science, and emerging technologies. Their work supports the development of practical safety standards and policies while addressing urgent safety problems including environmental pollution, artificial intelligence inequities, and sustainable technology deployment. With a global network of scientists and safety professionals, UL Research Institutes defines the safe and sustainable use of materials ranging from legacy devices to new technologies, advancing safety science for the greater good through objective, evidence-based research.