PMO Specialist

Role: PMO Specialist

Location: Mountain View, 3 days a week hybrid

We're looking for a detail-oriented PMO Specialist to own the financial and vendor-facing side of our program management office. You'll sit at the intersection of program delivery, procurement, and finance — tracking vendor performance, reconciling invoices and purchase orders, monitoring budgets against forecast, and giving leadership a clear, accurate picture of program spend. This role suits someone who is equally comfortable in a spreadsheet, a vendor governance meeting, and a conversation with finance about variance drivers. 

A tech-forward mandate: beyond running vendor governance and billing operations end-to-end, we are looking for someone who can bring agentic AI into how that governance gets done — automating reconciliation, surfacing risk, and sharpening reporting so the PMO scales without adding headcount. The ideal candidate brings hands-on comfort piloting and operationalizing AI agents within a 3P (third-party) governance environment. 

Key Responsibilities 

Vendor Management 

• Own day-to-day governance of third-party vendors and staffing partners, including SOWs, MSAs, rate cards, and renewal timelines. 

• Track vendor deliverables, SLAs, and performance metrics; escalate risks and gaps to program leadership before they become blockers. 

• Coordinate onboarding/offboarding of vendor resources, maintaining an accurate roster of contractor headcount, roles, and contract end dates. 

• Serve as the point of contact between internal stakeholders and vendor account teams for contractual or commercial questions. 

• Support vendor scorecards, QBRs, and renewal or renegotiation cycles with data-backed recommendations. 

Billing & Invoicing 

• Review, validate, and process vendor invoices against contracted rates, purchase orders, and actual hours or deliverables. 

• Investigate and resolve billing discrepancies, disputed charges, and mismatches between PO, invoice, and time-tracking data. 

• Maintain a clean audit trail for all billing approvals and coordinate with accounts payable to keep payments on schedule. 

• Own the purchase order lifecycle — creation, tracking, burn-down, and renewal — across all active vendor contracts. 

Financial Tracking & Reporting 

• Monitor program and vendor spend against budget, flagging variances and forecasting run-rate for leadership review. 

• Build and maintain financial trackers/dashboards (Excel, Google Sheets, or equivalent) covering headcount cost, burn, and forecast-to-actuals. 

• Prepare monthly/quarterly financial summaries and cost-optimization recommendations for PMO and finance leadership. 

• Partner with finance and procurement teams on accruals, chargebacks, and budget planning cycles. 

PMO & Program Support 

• Maintain program governance artifacts — status trackers, RAID logs, and executive-ready reporting — related to vendor and financial health. 

• Standardize processes and templates for vendor tracking, billing reconciliation, and financial reporting across the PMO. 

• Support audits and compliance reviews related to vendor spend, contracts, and financial controls. 

AI & Agentic Innovation in Vendor Governance 

• Identify and pilot agentic AI / GenAI applications within third-party (3P) governance to cut manual reconciliation effort and shorten cycle times. 

• Partner with engineering, AI/automation, and finance teams to evaluate, prototype, and operationalize AI agents that plug into billing, budget-tracking, and reporting workflows, with appropriate human review and audit controls. 

• Champion adoption of AI-assisted tools across the vendor management function, balancing automation gains with governance rigor, data integrity, and compliance requirements. 

• Stay current on emerging agentic AI capabilities relevant to procurement, billing, and vendor operations, and bring forward a point of view on where automation should be prioritized next. 

Required Qualifications 

• 3–6 years of experience in a PMO, vendor management, procurement, or financial operations role (adjust range to seniority). 

• Hands-on experience with vendor/contractor billing, invoice reconciliation, and purchase order management. 

• Strong Excel/Google Sheets skills (pivot tables, lookups, variance analysis); comfort building and maintaining trackers from scratch. 

• Working knowledge of contract terms (MSAs, SOWs, rate cards) and how they translate into billing and financial controls. 

• Experience with a project/work-tracking tool (e.g., Jira, Smartsheet, ) and standard PMO reporting cadences. 

• Excellent written and verbal communication skills, with the ability to present financial and vendor status clearly to leadership. 

• Demonstrated interest and hands-on exposure to AI/agentic tools (e.g., LLM-based assistants, automation agents, GenAI copilots) applied to operational, financial, or governance workflows; comfort evaluating new AI-driven tooling critically rather than adopting it wholesale. 

Preferred Qualifications 

• Experience supporting a large, multi-vendor contractor workforce (staff augmentation, managed services, or BPO models). 

• Familiarity with procurement/ERP systems (e.g., SAP Ariba, Coupa, Workday) for PO and invoice workflows. 

• PMP, CAPM, or vendor management certification. 

• Prior experience in a technology, platform engineering, or shared-services organization. 

• Direct experience piloting or implementing agentic AI/GenAI solutions within vendor management, procurement, or financial operations.