Coordinator, Scenic Fabrication

NBCUniversal•Miami, FL

9d•Onsite

About The Position

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.

Requirements

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).
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.
Must be “on call” 24 hours a day / 7 days a week.

Nice To Haves

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.

Responsibilities

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.
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.
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.