View all jobs
PCS Coordinator
Juncos, PR · Biotech/PharmaceuticalOverview
We are seeking a detail-oriented PCS Coordinator to provide centralized project controls support focused on end-to-end invoice lifecycle management from requisition through closeout. This role ensures contractual compliance, accurate coding, efficient approvals, and on-time payment within SAP-enabled financial processes while coordinating closely with vendors and project teams.
Position Summary
The PCS Coordinator establishes and maintains a consistent, well-controlled invoice and payables process that meets contractual and compliance requirements, minimizes cycle time and backlog, provides timely and accurate visibility to project financials, and supports smooth project closeout with complete, auditable records.
Key Responsibilities
Contract & Vendor Management
Education & Experience
We are seeking a detail-oriented PCS Coordinator to provide centralized project controls support focused on end-to-end invoice lifecycle management from requisition through closeout. This role ensures contractual compliance, accurate coding, efficient approvals, and on-time payment within SAP-enabled financial processes while coordinating closely with vendors and project teams.
Position Summary
The PCS Coordinator establishes and maintains a consistent, well-controlled invoice and payables process that meets contractual and compliance requirements, minimizes cycle time and backlog, provides timely and accurate visibility to project financials, and supports smooth project closeout with complete, auditable records.
Key Responsibilities
Contract & Vendor Management
- Review contractor contracts, terms, and conditions to confirm invoicing requirements (rates, retainage, milestones, documentation, taxes)
- Verify supplier master data (vendor IDs, tax status, banking information, contact details) is accurate and valid for invoice processing
- Request and coordinate updates to vendor information as needed
- Generate purchase requisitions in Ariba in accordance with project budgets, WBS/GL coding, and sourcing guidelines
- Receive and log invoices; validate all required supporting documentation (PO, SOW, timesheets, delivery receipts/GRN, progress certifications)
- Perform comprehensive checks including WBS/Cost Center/GL/Tax validation, price/quantity verification, and 2-way/3-way match processes in SAP
- Identify, flag, and resolve discrepancies and payment holds
- Route invoices to designated approvers through established workflows
- Track approval status and follow up proactively to maintain SLA compliance
- Escalate delayed approvals to ensure timely payment processing
- Serve as primary point of contact for project teams regarding invoice approval tracking and status inquiries
- Communicate directly with vendors to resolve invoice conflicts including:
- Pricing mismatches
- Missing or incomplete documentation
- Tax discrepancies
- Duplicate submissions
- Retention issues
- Credit requirements
- Coordinate credit memos and invoice re-submissions when required
- Maintain professional vendor relationships while ensuring company interests
- Maintain an auditable trail of all approvals, changes, and communications
- Ensure all processes comply with internal controls, company policies, and contractual obligations
- Archive documentation in accordance with company retention policies
- Plan and manage high-volume invoicing workloads, smoothing demand peaks
- Prioritize invoice processing by due date, contractual terms, and cash-flow impact
- Monitor approval timelines and implement corrective actions to prevent delays
- Provide timely, accurate reporting on invoice status and project financials
- Reconcile purchase orders (balances, changes, retainage)
- Confirm all invoices are posted and paid
- Clear GR/IR (Goods Receipt/Invoice Receipt) account
- Compile and archive complete documentation package per policy requirements
Education & Experience
- Accounting background required (degree in Accounting, Finance, or related field preferred)
- Minimum 3 years of experience in accounts payable, invoice processing, or project controls
- Proven experience with end-to-end invoice lifecycle management
- SAP experience required – proficiency in invoice processing, PO management, and financial workflow
- Ariba experience required – ability to create requisitions and navigate procurement workflows
- Strong understanding of:
- 2-way and 3-way matching processes
- WBS (Work Breakdown Structure), cost centers, and GL coding
- GR/IR reconciliation
- Tax compliance and documentation requirements
- Exceptional attention to detail and accuracy
- Strong analytical and problem-solving skills
- Excellent organizational skills with ability to manage multiple priorities
- Effective written and verbal communication skills
- Ability to work collaboratively with cross-functional teams (Project Management, Finance, Procurement, Vendors)
- Customer service orientation with professional demeanor
- Ability to work independently and meet tight deadlines
- Experience in biotechnology, pharmaceutical, or life sciences industry
- Familiarity with contract terms including retainage, milestones, and progress billing
- Experience with project closeout processes
- Knowledge of SOX compliance and audit requirements
**Weil Group is proud to be an Equal Employment Opportunity Employer.**