We are seeking an Operations Coordinator to manage and track the contracting and invoicing process within the Brand Experience team. This person will manage the flow of vendor contracts, ensuring that all expenses align to the team’s budget and goals. This person will also be the administrator of our Digital Asset Management system and other systems as required.
Creating, managing, and tracking all entries to the Ariba system for the Brand Experience team. Working with subject matter experts to create contract entries, then following up with each entry to secure signatures and closure.
Creating and managing a vendor tracker and invoice log (together with the Coordinator on the Marketing team).
Researching invoices and coordinating with Accounts Payable to track monthly actuals, accruals and forecasts.
Corresponding daily with Legal, Finance, and Mission Control Office, as well as other internal/external stakeholders for contracting/invoicing issues.
Assisting Brand Experience team members with contracting/invoicing questions.
Setting up the Digital Asset Management (DAM) system and processes/workflows. Manage the DAM system access.
Build training material for employees to learn how to access or contribute documents to the DAM.
Experience using Ariba or similar system.
Experience with spreadsheets (Microsoft Excel, Google Sheets).
Experience using a Digital Asset Management system (nice to have).
Experience using a Project Management system (nice to have).
Extremely organized, able to track and manage multiple streams of work.
An analytical mindset with strong presentation and communication skills.
Strong interpersonal skills and ability to help facilitate work within a group.
Experience managing budgets across various projects.
Interest in technology and curiosity around the future of computing and experience platforms.