Operations Coordinator (New York)

The Business Affairs Coordinator supports the Global Creative Teams at the global creative office in NYC. This role is the administrative engine and the master record-keeper to the department budget including generating purchase orders, executing payments, requesting and drafting contracts, and keeping all processes forward-moving in a timely manner.

Accountabilities :

• Generate purchase orders in the Ariba system, across multiple cost centers and GL accounts
• Process, manage and track a high volume of vendor invoices for Creative team
• Update vendors and staff on outstanding payments, work with AP to make sure invoices post correctly, communicate and resolve any issues with vendors, Corporate Finance and internal team members
• Set up all new vendors in the Ariba system and coordinate with the Vendor Maintenance group to ensure correct billing details
• Work with Indirect Procurement and AP for all urgent approval on exceptions to payment terms
• Action rebills and reclasses with other departments
• Complete monthly GR / IR compliance check in partnership with Corporate Finance.
• Create & maintain the CMC vendor account list and logins
• Run weekly meetings with Production Team members to address needs, update estimates, and reconcile costs
• Manage monthly accruals and fiscal year end deadlines with Corporate Finance, Content Production, and partners
• Generate legal agreements related to creative assets (Models, Photographers, Illustrators, MSAs & SOWs, etc.) via portal or template
• File executed agreements with Legal, update and maintain department Contract Tracker
• Advise new team members and department partners on routine questions regarding Ariba, SAP, A / P and systems
• Serve as Power User, resource and point of contact for all Ariba related questions
• Support Business Affairs Team in ongoing, general / adhoc and growth projects, scale up as needed (ex. during team absences, OOO, extended leave, etc.)

Qualifications :