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 operation.
Primary Responsibilities
Purchasing, Accounts Payable and Receivable
- 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
Other duties
- 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
Skills and Qualifications
- 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 and the Internet as well as digital photography, HTML, Photoshop, online audio and video
- E-commerce knowledge and website content management experience along with strong attention to detail and accuracy. Must have excellent English skills pertaining to grammar, spelling, and structure to provide consistency in copy, format, and tone.
Physical Demands
- 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.
- Must be able to work in office 3-5 days a week.
The Metropolitan Opera is an equal opportunity employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and existing employees without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, citizenship status, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, or any protected category prohibited by local, state or federal laws.
