Commercial Operations Coordinator

2 weeks ago

Parsippany, United States Diverse Lynx Full time
Role: Commercial Operations Coordinator
Type: Contract
Contract Location: 22 Sylvan Way, Parsippany, NJ 07054 (3 days a week onsite)
Contract Duration: 6 months with possible Right to Hire

Description:
  • The Commercial Operations Coordinator role provides support for the Commercial Operations team and leaders within.
  • They'll manage financial tasks such as processing invoices, purchase orders, and P-card expenses for the marketing, media, loyalty, and strategic partnership teams in addition to other commercial operations teams as requested.
  • In addition, they will support the management of calendars, scheduling meetings, making travel arrangements, processing the T&E for key leaders.
  • They will handle commercial operations team visit registrations, on-site meeting logistics and event coordination.
  • They'll maintain files, records, and ensure timely responses to inquiries.
  • Expect to handle general administrative tasks, document creation, and some meeting/event planning as well.

What you'll do:
  • Commercial Operations Team Support
  • ssist with Financial processes, including but not limited to, routing and securing necessary approvals of invoices, purchase orders, and agreements, specifically for the marketing, media, loyalty & strategic partnership team.
  • Support additional teams as requested.
  • Manage and reconcile team P-card expenses
  • Work closely with the department's Executive Assistant to provide support and assistance to the overall Commercial Operations team
  • Provide support for internal events team as needed, such as Kid's Day, Townhalls, etc.
  • Manage internal and external visitor registration and day-off logistics inclusive of meet room booking, F&B delivery, and meeting materials.

dministrative Support for Commercial Operations Leaders:
  • Calendar management and support as needed
  • Schedule and coordinate team meetings and webinars
  • Coordinate travel arrangements within company guidelines and manage itineraries
  • ssist with processing timely and accurate travel & expense reports
  • New hire onboarding support (equipment requests, initial setup requests, onboarding schedules, etc.)
  • Maintain confidentiality in all aspects of client, staff, and vendor information
  • Maintain department files, lists, archives, etc. o Help to ensure timely response to departmental inquiries
  • Perform general administrative functions to include, but not limited to, copying, faxing, mailing and filing
  • ssist with coordination and maintenance of records for staff, office space, telephones, security badge, etc.
  • Create and modify documents such as invoices, reports, memos, letters and agendas

You'll be successful if you have:
  • Detail-oriented, organized, and able to multi-task while meeting deadlines
  • Flexible and able to shift gears quickly, thrives on change and a fast-paced, energetic environment
  • bility to work independently and be self-motivated with a strong work ethic and sense of ownership over goals
  • bility to work effectively with others to help achieve goals
  • Excellent verbal and written communication skills with the ability to interact effectively and professionally with management, colleagues, consultants, and vendors
  • Strong initiative, organizational abilities, attention to detail and accuracy
  • Excellent problem-solving and follow-through skills to meet deadlines and shifting priorities
  • Must be able to prioritize tasks as to urgency and detail is key for support of Commercial Operations senior leaders
  • dvanced proficiency in Office (Outlook, Word, Excel, PowerPoint)

Required Qualifications/Experience:
  • College degree preferred or equivalent experience
  • 2+ years of administrative work experience, preferred
  • Experience with a global organization with the ability to work across departments strongly recommended


Diverse Lynx LLC is an Equal Employment Opportunity employer. All qualified applicants will receive due consideration for employment without any discrimination. All applicants will be evaluated solely on the basis of their ability, competence and their proven capability to perform the functions outlined in the corresponding role. We promote and support a diverse workforce across all levels in the company.

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