Coordinator, Scenic Fabrication

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.
• 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 ensures 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 coordinates 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.

Qualifications

• Minimum two years of experience in operations, purchasing, administrative support, finance coordination, or a related field.
• Demonstrated proficiency in Microsoft Office (Excel, Outlook, SharePoint).
• Prior experience collaborating with managerial teams and with third party companies/vendors.
• Prior experience overseeing billing and reconciliation workflows.
• Fluent in English and Spanish (written and oral).

Desired Characteristics

• Prior experience in production, fabrication, operations, or entertainment environments preferred.
• Experience with SAP/APEX and SNAP preferred.
• Exhibits financial accuracy and familiarity with procurement workflows and purchasing compliance.
• Exceptional communication, time management, analytical and organizational skills.
• Self-starter who exhibits ownership on assigned tasks and who will push for solutions that solve immediate problems while building towards long-term goals.
• Ability to multitask and work in a fast paced, dead-line driven environment.
• Accustomed to working in a team and collaborating with all levels within the organization.
• Ability to build rapport with clients and manage expectations.
• Ability to effectively be flexible in approach, and respond well to pressure.
• Ability to lead and direct others, promote positive work environment and problem solve.
• Process oriented, good at identifying and implementing best practices.
• Change agent; creative and adaptable when facing challenges.

Additional Requirements

• Must be willing to work in Miami, Florida.
• Willingness to travel and work overtime, and on weekends with short notice.
• Must have a valid driver’s license.
• This position is required to be performed full-time from an NBCUniversal-designated worksite.