The Coordinator, Scenic Fabrications is responsible for supporting the administrative, financial, and operational activities of the Scenic Fabrication team. The role is responsible for ensuring efficient purchasing workflows, accurate billing and reconciliation, effective vendor management, and smooth day-to-day shop and office operations.

Job Duties:

Purchasing, Procurement & Vendor Management

• Manages all purchasing needs for the Scenic Fabrication Shop, from initiation through reconciliation.
• Handles vendor onboarding and maintenance, including APEX vendor registration, Company Code Extension requests, and troubleshooting payment issues and allocation discrepancies.
• Gathers, reviews, and compares vendor quotes and proposals.
• Allocates purchase expenses to appropriate budget codes.
• Completes P Card and T&E reconciliations for multiple credit cards.
• Processes invoice payments through SNAP.
• Creates and manages purchase orders (POs), request quotes, onboard vendors, and maintains purchasing documentation.
• Ensures compliance with NBCUniversal sourcing, procurement, and financial approval policies.
• Coordinates purchasing timelines, vendor communications, and delivery schedules.
• Reviews procurement documentation for accuracy and alignment with project requirements.
• Collaborates with Sourcing and Procurement teams to resolve purchasing issues and ensure vendor compliance.

Logistics & Shop Support

• Tracks and follows-up on shipments orders and ensure timely delivery to the Scenic Shop.
• Maintains daily expense tracking, including project assignment and payment method documentation.

Office Operations & Administrative Support

• Supports onboarding for new employees, including collecting documents, preparing requests, submitting forms, and providing guidance throughout the onboarding process.
• Oversees office supply purchases through the Purchase Manager platform.
• Identifies maintenance and repair needs for facilities and coordinate required services with the Facilities department or external vendors.
• Assists the Supervisor, Scenic Operations with additional tasks or special projects as assigned.
• Provides general administrative, logistical, and operational support to ensure the smooth functioning of the Scenic Fabrication business unit.
• Works under the direct supervision of the Sr. Manager, Scenic Fabrication and the Supervisor, Scenic Operations and is responsible for completing any other tasks as assigned as needed