Tiffany & Co.

  • Coordinator, NA Retail Facilities

    Location US-NY-New York
    Posted Date 3 months ago(8/3/2018 2:27 PM)
    Req #
    36656
    Category
    Administrative/Clerical
  • Overview

    The Coordinator, NA Retail Facilities, provides administrative and clerical support to the Operations and Facilities management team and retail stores.   The coordinator is a Service Channel super user, who effectively monitors all US store work orders.  The coordinator is proficient in Ariba and is responsible for the timely processing of all US retail store invoices and works closely with the AP team and store teams for any invoice or payment issues.  The coordinator assists the Retail Facilities Managers with any administrative support needed and will be integral in the transition to Coupa.

    Responsibilities

    Service Channel Support:

    • Be a “super user” for the Service Channel platform.
    • Monitor and update open work orders, RFPs, and proposals and provide direction to providers as needed.
    • Ensure providers and internal uses are using the system as it was intended.
    • Maintain user login and set up and reconfigure data as needed, including the setup of preventative maintenance module
    • Assist users with "how to" questions.
    • Work with SC team to learn and understand the functionality of new product releases and configure and test new products.
    • Ensure all SC invoices are approved via SC MLI process and ensure all invoices have an associated GL code and CER number, where applicable.
    • Prepare weekly reports and project status updates for review with FM team.
    • Demonstrate problem solving abilities by identifying potential work order issues by monitoring notes and following up with SC, FMs, and Providers.
    • Order and track the shipment and delivery of furniture/materials.
    • Support Facilities Managers with basic construction plan knowledge.
    • Understand finish and equipment schedules.
    • Visit local stores as needed to inspect that R&M is to expectation.
    • Proficient in Excel and PowerPoint.

     

    Invoice Processing: Daily processing and coding of US retail invoices in Ariba and Coupa.

    • Work with Accounts Payable and vendors to resolve invoicing issues and ensure there are no late invoices.
    • Submit quick pay transactions and follow up with AP for deposit payments.
    • Answer retail store questions on invoices and payments and resolve issues quickly and efficiently.
    • Work as needed as the Administrator of the US Retail Invoices mailbox.
    • Ensure accuracy of retail invoice coding and processing for the mailbox and the transfer of invoices to Ariba.
    • Research, follow-up and escalate all vendor issues or payment concerns in a timely manner.
    • Properly code CER information as required for invoice processing.

     

    Administrative Duties:

    • Responsible for maintaining vendor files, invoices, PM and service contracts. Assist with obtaining pricing, expediting orders, coordinating/scheduling deliveries and installations as needed.
    • Maintain department files and store standards binders.
    • Schedule and assist in preparing for departmental meetings.
    • Work on special projects and other duties as directed.

    Qualifications

    Required Qualifications

    • Strong written and verbal communication skills
    • Proficiency in Microsoft Office Suite, particularly Excel
    • Prior Service Channel experience
    • Self-motivated and client focused

     

    Preferred Qualifications

    • Bachelor’s Degree
    • Prior luxury goods corporate and retail experience
    • Prior Facilities experience
    • Ariba and Coupa experience

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