Facilities Coordinator

Company Overview:Party City is a global leader in the celebrations industry, delivering joy and inspiration to customers across more than 70 countries. As North America's largest party goods retailer, Party City is the go-to shopping destination for every type of celebration, offering an extensive and innovative selection of products at exceptional value.With a strong omnichannel presence, Party City continues to grow its eCommerce business, , while the company's over 700 company-owned and franchise store locations across North America remain an integral piece of their business to allow consumers to experience their products first-hand. The company also operates Amscan, a premier designer, manufacturer, and distributor of celebration products including décor, tableware, costumes, and accessories.Headquartered in Woodcliff Lake, N.J., with additional locations in the Americas and Asia, Party City is committed to helping customers create unforgettable moments for every occasion.Job OverviewThe Facilities Coordinator will assist the Facility Management team by reviewing and creating work orders in the Facility Management service site. Work with the field/vendors to follow work orders to completion. The position will assist in processing and validating vendor invoices for payment as well as approving quotes. Additionally, this position will provide data analysis on over $11M in annual repair and maintenance spend. This analysis will assist the Facility Management Team to better understand spending trends, identify opportunities for increased efficiencies, and identify opportunities for reducing overall spend both in facilities.Responsibilities and Duties:Work inside Facility Management Portals to open, monitor, and ensure work orders are being actioned and completed according to our KPIs.Review and approve quotes to keep work orders flowing and ensure pricing is inline.Assist in R&M requests and projects to best support the field and facilities management team.All invoices to be submitted into payable department by month end closing deadline date.Input all invoices that are expense or capital into the disbursement file. The disbursement file is submitted to accounting at month end for forecasting purposes.Support vendors by making sure they are being paid within contract standards and keeping track of their statements from our payable system.Distribute incoming mail to the appropriate department team members.Onboarding vendors using our Vendor Information Form process.Review data and analyze to identify trends and opportunities to better our processes.Manage and track assets for Fire/HVAC/ELV/ other items as organization deems important.Any other items as directed by the organization. Skills Required:Must be capable of independent action and decisions that have a direct impact on company P&L.Critical thinking and problem-solving skills are a must in diagnosing potential issues and formulating solutions before they materialize.Accounting and financial skills required to track invoices, budgets, and impact.Ability to quickly learn processes and track multiple actions simultaneously.Qualifications:Bachelor's degree or the equivalent in relevant work experience.Proficiency in Microsoft Office applications (Word, Excel, Outlook and PowerPoint)Business Acumen:Needs to be a team player that can work well in a fast moving and dynamic environmentProblem Solving:Ability to identify a roadblock and propose potential solutions.Interpersonal Skills: Strong written and verbal communication skills.Ability to work well independently and collaborate effectively as a part of a team.

Created: 2024-11-07