Business Analyst - Budget Operations Coordinator

Are you interested in working with the World’s leading AI-powered Quality Engineering Company? Ready to advance your career, team up with global thought leaders across industries and make a difference every day? Join us at QualityAI!

We are looking for a Business Analyst - Budget Operations Coordinator to join our growing team in United States!

Location: United States (Remote)

Time zone: PST

About the Role

We are seeking a detail-oriented and highly organized Business Analyst / 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.

Responsibilities

Planning & Budget Management

•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

Contract & Procurement Execution

•Draft Statements of Work (SOWs) and submit 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

Compliance & Risk Management

•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

Vendor & Workforce Management

•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 managersMonitoring, Reporting & Financial Operations

•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

CapEx Management

•Forecast CapEx spend accounting for gaps between PO creation and hardware delivery/invoicing

•Report on spending trends and provide variance explanations

Contract Closeout

•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

Qualifications

•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

Preferred Qualifications

• 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

Why QualityAI?
QualityAI is an AI-first quality engineering company helping enterprises deploy and scale complex systems with greater confidence. Operating across data, models, platforms, infrastructure, and operational environments, the company provides assurance and engineering expertise that helps organizations ensure systems perform reliably in real-world conditions.

Formerly Qualitest, QualityAI supports global enterprises across regulated and technology-driven industries, combining deep engineering heritage with AI-enabled delivery, operational assurance, and lifecycle expertise to help clients achieve certainty at go-live.

• Be a part of a company who strives to support for diversity and inclusion in the workplace - we are one, we are many at QualityAI. Celebrate culture, share knowledge with engineers from around the globe, and inspire each other through our differences.
• Local and global opportunities - we offer you internal rotation and international mobility opportunities to grow your career.
• Clear view of your career and progression with the company - QualityAI is growing massively (since Jan 2021 - added more than 2000 engineers) and giving you the opportunity to grow with us.
• Never stop experimenting and learning with QualityAI Tech academy: 3000+ training courses, mentorship programs, technical tribes, sponsored certifications, leadership programs and much more.
• Earn bonuses via our Client Referral and Employee Referral Program’s. Refer and earn - tap your network for net-worth.
• The salary range for the role is $90-100k annually.

If you like what you have read, send us your resume and let’s start talking!

• Intrigued to find more about us?

• Visit our website at QualityAI (Formerly Qualitest Group) | World’s Leading AI-First Quality Engineering Company
• LinkedIn: https://www.linkedin.com/company/qualityaigroup