Budget Operations Coordinator

Qualitest Group•Santa Clara, CA

1d•$100,000 - $100,000•Remote

About The Position

We are seeking a detail-oriented and highly organized Budget Operations Coordinator to support our Quality Assurance (QA) stakeholders with our client, a global social media company. This role is responsible for the end-to-end lifecycle management of contingent worker services—from budget planning and contract execution through monitoring, reporting, and closeout. By owning these administrative and compliance workflows, you will enable engineering managers and leads to focus on strategic objectives and project delivery.

Requirements

3+ years of experience in vendor operations, procurement, contingent workforce management, or related program management experience (tech industry preferred)
Strong knowledge of purchase order lifecycle, SOW drafting, and procurement systems
Experience with budget forecasting, accruals, and financial reporting
Familiarity with privacy compliance frameworks and third-party risk assessments
Excellent organizational skills with the ability to manage multiple concurrent contracts and deadlines
Strong communication skills for cross-functional coordination with finance, sourcing, legal, and engineering stakeholders
Proficiency with tracking tools, spreadsheets, and vendor management platforms

Nice To Haves

Experience with Meta or large tech company procurement and vendor management systems
Understanding of CapEx vs. OpEx budgeting and depreciation
Background supporting hardware lab operations or QA organizations

Responsibilities

Collect and consolidate budget requests from managers and leads; organize in tracking tools and present to leadership for approval
Ensure proper allocation across OpEx and CapEx to support lab build-out and maintenance
Prepare contract details and prerequisites ahead of execution
Draft Statements of Work (SOWs) and submit Buy@ intake requests, including master agreement references, services, deliverables, rates, timelines, vendor information, and TPA numbers
Submit Purchase Requests (PRs) and manage Purchase Orders (POs) with accurate line distribution, project codes, cost centers, product codes, and spend IDs
Address stakeholder comments and resolve pushback to ensure SOWs and POs are created on schedule
Obtain required approvals and signatures for contract execution
Manage annual Third-Party Assessments (TPAs) to ensure vendor compliance with privacy policies; maintain valid TPAs as a prerequisite for all contracts
Coordinate Security Integration and Tools Engineering (SITE) reviews and Launch Manager (LAMA) cases as triggered by TPA processes
Ensure adherence to privacy and legal standards throughout the vendor engagement lifecycle
Partner with Sourcing on rate negotiations
Manage onboarding of new contingent workers via vendor portals and CSC form submissions; handle XRS exceptions, CRISP cases, and seat assignments as needed
Coordinate extensions, offboarding, and manager changes through CWX
Request 2-week grace period extensions for renewing contracts to prevent access disruptions
Maintain current CW rosters in partnership with vendor POCs and internal managers
Prepare monthly and quarterly financial forecasts; track and analyze actuals vs. forecast, identifying and explaining variances (deliverable changes, onboarding delays, PO timing, vacation impacts)
Update budget trackers monthly with invoiced amounts and trend analysis
Complete monthly accruals exercises to support finance team predictions
Send invoice and accruals reminders to vendors to avoid payment delays
Track CW engagement monthly to ensure continuity of services and deliverables
Forecast CapEx spend accounting for gaps between PO creation and hardware delivery/invoicing
Report on spending trends and provide variance explanations
Close POs at contract end; manage CW offboarding and personal information handling per policy
Transition renewing contracts into the pre-planning cycle for the next period