Coordinator, Communications - Office Administration

Job Description

Responsibilities
Job Purpose:
Universal Studio Group (USG) is a global content production division of NBC Universal, producing award winning Television, Podcasts and Graphic Novels.
The Communications Coordinator will be overseeing the daily operations of the team and office. As the central point person for all financial requirements, this person will handle vendor setup, maintenance, invoicing and budget overview.
This position requires a self-motivated individual who can work well in a fast-paced, high-energy environment. We are currently seeking an experienced, organized Coordinator who is capable of handling SAP, multiple office tasks and supporting the needs of our entire team.
The position will report directly to the VP of Corporate Communications. This position is based in the Universal City, CA offices but will start as working remotely.

Essential Responsibilities:

Finance
• Ownership over the day-to-day operations of invoicing, purchase orders and payment using SAP and other business programs
• Interface with Controllership and Accounts Payable to ensure vendor setup, and processing invoicing is accurate and efficient
• Manage direct communication with vendor for setup, account updates and efficient payment.
• Liaise with functional teams to ensure financial coding is managed and approved correctly and bill backs
• Track and communicate marketing spend in line with approved yearly budget and raise purchase orders
• Ability to manage high volume of coding, invoicing and attention to accuracy of data
• Reconcile purchasing cards, executive travel, and expense reports
• Analyzing workflow processes for ongoing implementation of best practice

Administration
• Assist in the day-to-day operations, providing administration support to the communications and marketing team
• Point person within the team for invoice systems; develop best practice/ clearly defined processes and set up new starters .
• Contributes to team by assisting with a variety of projects as needed, managing deadlines, and tracking of progress
• Manage & communicate key dates, calendar releases maintaining 100% accuracy
• Input and manage data integrity and consistency across all distribution lists and master contact information
• Handle highly privileged and confidential materials
• Coordinate internal and external meetings and take effective meeting notes
• Work closely with Awards team and help with assigned tasks such as submissions, ticketing, ad approvals and other initiatives involving the various campaigns.
• Assets management including managing content flow for microsite, sourcing, distribution & collation as requested for stakeholders, partners, and platforms
• Act as back up support for executive desk duties, including general office duties such as answering phones, ordering supplies, organizing meetings, etc .

Qualifications/Requirements
Basic Qualifications:
• Bachelor's Degree
• 1+ years invoicing/accounting experience including SAP systems
• Strong computer skills including MS Excel

Eligibility Requirements:
• Willingness to work overtime, and on weekends with short notice
• Must be willing to work in Universal City, California
• Must have work authorization to work in the United States
• Must be covered by Solutions, NBCU's Alternative Dispute Resolution Program
• Must submit an attestation disclosing your COVID-19 vaccination status and, if partially or fully vaccinated, submitting your vaccination record no later than 7 days following commencement of employment.
• Must be fully vaccinated against COVID-19 at the commencement of employment or must undergo regular COVID-19 testing if Company determines your job position requires accessing an NBCUniversal worksite.
• Must be willing to adhere to all Company COVID-19 workplace safety policies and protocols.

Desired Characteristics

Desired Characteristics:
• Exemplary financial acumen and interest in office administration
• Detail oriented and dedicated to accuracy
• Strong interpersonal skills - ability to successfully communicate across wider USG and NBCUniversal organization
• Clear thinker - ability to identify crucial issues early and problem solve
• Excellent multitasker working to tight schedules, pivoting priorities quickly and efficiently
• Self-starter with a can-do attitude
• Strong level of independence and ownership, while working within a team

Jobcode: Reference SBJ-rnmqy3-18-225-209-95-42 in your application.