Specialist, Quality Services

The Institute of Internal Auditors Inc•Lake Mary, FL

6d•Hybrid

About The Position

The Institute of Internal Auditors (IIA) is the global leader and recognized authority for the internal audit profession. We advance the profession worldwide through education, advocacy, certifications, and professional resources. Guided by our values of People First, Integrity, Collaboration, Accountability, and Innovation, we offer a collaborative, purpose-driven workplace where employees can grow professionally while making a global impact. As a Specialist, Quality Services, you will play an important role in supporting client engagements from initial setup through successful completion. This is an opportunity to combine your organizational skills, attention to detail, and administrative experience in a collaborative professional environment. In this role, you will: Support client engagements throughout the project lifecycle, from setup through invoicing and closeout. Coordinate with clients, contractors, and internal teams to help keep projects and administrative processes moving forward. Gain exposure to contracts, Statements of Work, invoicing, vendor onboarding, client surveys, and project documentation. Maintain accurate engagement records, trackers, and operational documentation that support the Quality Services team. Work with Microsoft 365, SharePoint, and procurement platforms in a structured, process-driven environment. Join a collaborative, values-driven global organization committed to strengthening the internal audit profession. POSITION SUMMARY The IIA is seeking a highly organized and detail-oriented Specialist, Quality Services to provide operational and administrative support across client engagements. In this role, you will help coordinate the administrative lifecycle of Quality Services engagements, including project setup, engagement tracking, invoicing, contractor documentation, client communications, vendor onboarding, surveys, and project closeout. The ideal candidate is someone who enjoys working in a structured, process-driven environment, takes pride in maintaining accurate records, and can effectively coordinate routine activities with clients, contractors, and internal teams. This is an individual contributor position with no direct supervisory responsibilities.

Requirements

High school diploma or GED.
2+ years of administrative support, office operations coordination, accounting support, or related experience within a structured professional or corporate office environment.
Demonstrated experience maintaining spreadsheets, shared trackers, operational logs, or similar records with a high level of accuracy.
Practical working knowledge of Microsoft 365, including Outlook, Word, Excel, and SharePoint.
Working knowledge of Excel functions used for accurate data entry, sorting, filtering, and maintaining operational information.
Strong reading comprehension and written communication skills, with the ability to review agreements, vendor forms, and routine correspondence for completeness and proper documentation.
Strong attention to detail and the ability to identify discrepancies across documents and records.
Ability to follow established procedures, recognize exceptions, and route issues appropriately.
Professional written communication skills for coordinating directly with clients, contractors, and internal departments.
Ability to perform basic mathematical calculations accurately, including addition, subtraction, multiplication, and division.
Fluent spoken and written English.

Nice To Haves

Associate degree or relevant business or administrative coursework.
Experience supporting client engagements, professional services, project administration, invoicing, accounts receivable/accounts payable, or contractor coordination.
Experience working with procurement or vendor-management platforms such as SAP Ariba, Coupa, or SAP Fieldglass.
Experience using SharePoint for document management or project collaboration.
Additional language proficiency.

Responsibilities

Maintain engagement records and update project statuses in the centralized engagement tracker.
Monitor client engagements through invoicing milestones and project completion.
Maintain operational spreadsheets, logs, and supporting engagement documentation.
Support client survey administration and distribution of pre-engagement documentation.
Organize and maintain client, contractor, contract, survey, invoice, and other engagement correspondence.
Help ensure required documentation is complete, accurate, organized, and appropriately maintained throughout the engagement lifecycle.
Log and track client and contractor billing information in operational systems.
Create accounts receivable invoices for client engagements.
Submit accounts payable invoices from contractors.
Coordinate routine accounts receivable and accounts payable follow-ups with clients, contractors, and internal accounting teams.
Review routine documentation for completeness and identify discrepancies or exceptions requiring follow-up.
Prepare and distribute standard consultant agreements and Statements of Work.
Maintain contractor roster information, including contact details, roles, billing rates, qualifications, and availability.
Complete client vendor onboarding questionnaires and due diligence submissions through procurement platforms such as SAP Ariba, Coupa, and SAP Fieldglass.
Coordinate professionally with clients, contractors, and internal departments through written correspondence.
Set up and maintain project collaboration environments, including SharePoint repositories, workpaper folders, and user access permissions.
Maintain accurate information across shared trackers, spreadsheets, operational logs, and project files.
Follow established procedures and documentation standards consistently.
Identify discrepancies across documents and records and route exceptions appropriately.
Support organized recordkeeping and knowledge sharing across Quality Services engagements.