Description
Position Summary:
The Business Affairs Coordinator supports the Global Too Faced Cosmetics Creative Teams at headquarters in Irvine, Ca. Business Affairs handles the financial and legal operations for the Creative department. Reporting to the Executive Director, Global Creative Operations, this role is the administrative engine and record-keeper to the departments – including generating purchase orders, executing payments, requesting, and drafting contracts, and keeping all processes forward-moving in a timely manner.
Accountabilities:
• Generate purchase orders in the Ariba system, across multiple cost centers and GL accounts, and maintain ongoing internal trackers with all relevant information generated in Ariba.
• Process, manage and track a high volume of vendor invoices for Creative team and maintain ongoing internal trackers with all relevant information from vendors’ invoices.
• Update vendors and staff on outstanding payments, work with AP to make sure invoices post correctly, communicate, and resolve any issues with vendors, Corporate Finance, and internal team members.
• Set up all new vendors in the Ariba system and coordinate with the Vendor Maintenance group to ensure correct billing details.
• Work with Indirect Procurement and AP for all urgent approval on exceptions to ELC payment terms.
• Action rebills and reclasses with other departments and GenPact.
• Complete monthly GRIR compliance check in partnership with Corporate Finance.
• Create & maintain the CMC vendor account list and logins.
• Run weekly meetings with Production Team members to address needs, update estimates, and reconcile costs.
• Manage monthly accruals and fiscal year end deadlines with Corporate Finance, Content Production, and partners.
• Generate legal agreements related to creative assets (Models, Photographers, Illustrators, MSAs & SOWs, etc.) via OneSource portal or template.
• File executed agreements with ELC Legal, update and maintain department Contract Tracker.
• Advise new team members and department partners on routine questions regarding Ariba, SAP, A/P and One Source. Serve as Power User, resource and point of contact for all Ariba related questions.
• Support Business Affairs Team in ongoing, general/adhoc and growth projects, scale up as needed (ex. during team absences, OOO, extended leave, etc.).
• Maintain master retailer door list databases and be point of contact for all in-store maintenance requests and door removals/installations.
• Request quotes from in-store installers and liaison between fixture production vendors and installers on coordinating transit and installation for seasonal update and new fixture rollouts.
• Send internal PO/invoice trackers monthly to all appropriate stakeholders.
Qualifications:
Qualifications:
• Bachelor’s degree or equivalent experience
• 1-3+ years finance, legal, or related experience
• Strong Excel skills and willingness to adapt to new softwares
• A natural collaborator, meticulous record keeper, and tenacious problem solver
• Exceptional organizational, prioritization, and time management skills – ability to prioritize competing priorities and manage partners’ expectations
• Comfortable working independently in fast-paced environment where juggling multiple projects simultaneously is a given
• Strong attention to detail, with ability to sort and comb through large amounts of data
• Ability to exhibit grace under pressure, maintain a positive attitude and sense of humor under stress
The anticipated hourly range for this position is $25.50 to $37.75. Exact hourly rate depends on several factors such as experience, skills, education, and budget. Hourly range may vary based on geographic location. In addition to hourly rate, this position may be eligible for an annual discretionary bonus.
In addition, The Estée Lauder Companies offers a variety of benefits to eligible employees, including health insurance coverage, wellness and family support programs, life and disability insurance, retirement savings plans, paid leave programs, education-related programs, paid holidays and vacation time, and many others. Many of these benefits are subsidized or fully paid for by the company.