Key Associate, Part-Time

United StatesPart-Timemid

OtherAssociate

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Quick Summary

Overview

As directed, Manages all payables, invoicing, credits, payroll, new vendor set-up, and general administrative duties for the merchandising office. Coordinates with the Director Merchandising Manager, Store and Operations Managers, and Accounting as directed to ensure efficient and profitable retail…

Technical Tools

excel

Provides weekly reports utilizing Celerant, Data Warehouse, FedEx, and others

Manages all retail invoicing payables digitally

Maintains up-to-date record of expenses against budget

Enters and reconciles invoices in Celerant POS system

Provides batch to Accounting/Finance to ensure timely payment

Issues charge backs for incorrect shipments

Runs end of month unpaid invoices report (received by not matched)

Communicates with vendors as needed

Generates invoices for signings, events, and promotional displays and coordinates with Finance regarding payment

Updates costs and verifies discrepancies in receiving along with working with vendors to resolve.

Monitors inbound shipping costs

Reports Monthly consignment sales to vendors

Reports monthly all vendor consignment sales

Maintains up to date financial contact data including passwords and usernames for banking, FedEx, USPS, PayPal, Celerant, and other accounting and financial vendors and websites

Enters payroll data weekly along with tracking all staff PTO and sick time

Manages Expense Tracking Report by department codes

Creates weekly sales report for GM and Finance department

Processes expense reports

Documents deposits and chargebacks

Documents merchandise credits, RTVs, etc.

Provides GL codes and receipt backup for monthly department credit card expenses

Weekly reconciliation of credit card tenders with bank transactions; resolve discrepancies in consultation with store manager, finance dept, and bank

Reviews and reports on supply budget expenditures and other line items as needed

Manages Amex monthly statements in Concur System

Liaises with Finance Dept

Prepares store credit report and other reports as needed

Additional duties as assigned

B.A. degree
Three years’ prior office experience
Proactive problem solver
Interest in the arts, specifically opera
Strong computer skills including Word, Outlook, Excel, Power Point
Must have excellent English skills pertaining to grammar, spelling, and structure to provide consistency in copy, format, and tone.

Highly energetic person with a positive attitude, able to work well under pressure and tight deadlines, creative and resourceful in achieving results in a fast paced environment.
Exceptional organizational and interpersonal capabilities and good written and oral communication skills.