Administrative Assistant
Sony Music
New York, NYThis was removed by the employer on 11/15/2017 11:49:00 AM PST
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Full Time Job
Job duties include a varied range of administrative, operational and accounting tasks in support of the Finance & Operations function.
Responsibilities
• Serve as central business unit liaison with various corporate departments including Accounts Payable, Facilities, Information Systems & Technology (IS&T), and Telecommunications
• Arrange set-up of new vendors in the company Accounts Payable system as needed
• Prepare purchase orders, related check requisitions, and process invoices for payment in connection with certain expenditures
• Initiate credit memos in the Paperless Requisition System (PRS) and process check deposits related to miscellaneous cash receipts
• Manage employee access rights for overnight and international Federal Express shipping
• Maintain meeting room reservation schedule for assigned conference and meeting rooms
• Review and approve employee weekly timesheet submissions in the Ultipro system
• Review monthly SCA telecommunications activity reports for unusual activity and reasonableness of charges to the business unit
• Prepare monthly overtime summary reports and issue to relevant department heads
• Review employee expense reports in the Databasics system for compliance with overall company and business unit specific T&E policies; Perform ad hoc analysis of certain expense categories and spending trends
• Submit all Facilities and Telecommunications work requests as required in connection with office moves, new employee on-boarding, etc.
• Liaise with SCA Facilities and outside vendors in regard to related maintenance issues in the New York office building
• Initiate IS&T and Telecommunications purchase requests and work orders in connection with computer hardware/software and mobile devices
• Initiate commodity purchase requests in connection with furniture & fixtures, electronics, and other miscellaneous office items
• Administer relevant group distribution email lists in Outlook
• Control distribution of package passes for the business unit in the New York office building
• Maintain/update database of business unit equipment inventory (computers, mobile devices, etc.)
• Assist with certain month-end financial processes, including compilation and posting of journal entries
• Assist in creation of business presentations to senior management using PowerPoint and/or Keynote software
• Provide administrative support for one department head including telephone coverage, preparing expense reports, maintaining meeting calendar, arranging business travel, and printing reports
• Provide departmental administrative support including ordering of office supplies, entering of staff timesheet information into the Ultipro system, and maintaining the department vacation calendar
• Ad hoc special projects and financial analyses as directed
Qualifications
• A self-motivated, well poised individual with a positive attitude and work ethic, an eagerness to learn, and ability to thrive in a dynamic environment
• Recent College graduate to 2 years of administrative office experience
• Ideal candidate has an Accounting or Finance degree, with relevant internship and/or full-time work experience, and an interest in pursuing a career in finance, accounting or business administration
• Proficient in Microsoft Excel and ability to quickly learn proprietary company systems and other applications; ideal candidate is also adept at using Microsoft PowerPoint and/or Apple Keynote presentation software
• Excellent verbal, writing and interpersonal skills, with ability to communicate with a wide range of individuals at all levels both inside and outside of the company in a professional manner
• Well organized, detail-oriented with ability to work under pressure and meet deadlines while managing multiple concurrent tasks
• Candidate must be comfortable working with financial and numerical detail
• Some overtime may be required as necessary on occasion
• Passionate music fan with a desire to learn about the recorded music business