Operations and Invoicing Coordinator

• Job Title: Operations & Invoicing Coordinator
• W2 Contract Only
• Anticipated duration: ASAP lasting until 2/8/27
• Location: Hybrid schedule on-site 4x per week at 233 Spring Street New York NY (One SoHo Square).
• Hours: Monday-Friday 9:00-5:00pm with one-hour unpaid lunch break totaling 35 hours per week
• Pay Rate: $34.00 per hour

Required Systems
: SAP Ariba & SAP Concu

Job Overview

We are seeking a highly meticulous, proactive, and process-oriented Temporary Operations & Invoicing Coordinator to join our fast-paced Beauty Brand department. This specialized role provides centralized financial operations, procurement, and vendor management support across three core creative pillars:
Talent & Celebrity Collaborations, Pro / Fashion Week, and Communications / Press / P

R.

In this role, you will serve as the financial engine for the department, taking full end-to-end ownership of vendor onboarding, contract routing, Purchase Order (PO) processing, and invoice tracking under strict corporate payment terms (Net 90). Operating at the intersection of creative brand marketing and corporate finance, you will deliver high-touch "white-glove" service to high-profile external partners, management teams, and internal cross-functional stakeholders while maintaining rigorous organizational complian

tion Specialized Operations Focus:
This is a dedicated, specialized operational role designed for an individual who thrives in financial administrative execution, vendor care, and meticulous status tracking. Please note that this position is focused purely on financial and operational workflows across the three teams—it is not a stepping-stone role into creative PR, celebrity relations, or event production. We are seeking a candidate who is genuinely enthusiastic about financial coordination and fully committed to performing this scope of work for the entire duration of the assignm

ent.

Key Responsibil

• End-to-End Invoicing & Financial Ownership:
  Manage the complete lifecycle of all invoices for the Talent, Pro/Fashion Week, and PR/Communications teams—from receipt and coding to system intake, approval tracking, and payment rel
• Proactive Status & Workflow Follow-Through:
  Maintain a relentless "check-back" habit. Take personal accountability to notify internal teams when invoices or POs are uploaded, actively monitor approval queues, troubleshoot bottlenecks with Accounts Payable, and ensure nothing stalls in the pipe
• Vendor Onboarding & Contract Setup:
  Lead the end-to-end setup process for new vendors, agency partners, hair/makeup artists, and event contractors. Ensure all contracts, SOWs, W-9s, tax documentation, and banking details are properly executed and vetted before onboar
• ding.
  
  PO Creation & Net 90 Terms Management:
  Partner closely with Corporate Procurement, Legal, and Finance to draft Purchase Orders (POs) in SAP Ariba and ensure all contracts adhere to corporate Net 90 payment struct
• ures.
  
  System Execution (Ariba & Concur):
  Daily hands-on processing within SAP Ariba (for vendor onboarding, contract management, PO creation, and invoicing) and SAP Concur (for team expense reporting, project card reconciliation, and travel expense audit
• ing).White-Glove Stakeholder Service:
  Serve as the primary, professional liaison for external talent managers, PR agencies, and vendors. Deliver white-glove communication to maintain strong external partnerships while diplomatically managing corporate process requirem
• ents.
  
  Cross-Functional Collaboration:
  
  Partner daily with internal Corporate Finance, Legal, Accounts Payable, Procurement, and brand leads across all three team pil

lars.

Key Qualifications & Requir

• ements
  
  Financial & Operations
  
  Experience:
  
  1–3 years of hands-on experience in financial coordination, accounts payable, procurement, or billing administration. Experience with in a PR agency, luxury/beauty brand, or agency finance environment is strongly pref
• erred.
  
  System Proficiency:
  Intermediate-to-advanced proficiency in SAP Ariba and SAP Concur is strictly req
• uired.
  
  Procurement & Payment Terms Knowledge:
  Direct experience navigating formal vendor setup, PO life cycles, statement of work (SOW) alignment, and corporate payment frameworks (including Net 90 t
• erms).Extreme Attention to Detail:
  Meticulous organizational skills with precision in numeric entry, invoice coding, document auditing, and tracking
• logs.
  
  Proactive "Closing the Loop" Mindset: A self-starter who naturally takes ownership—saying "I uploaded this and checked with the team to ensure approval"—and follows through without needing constant remi
• nders.
  
  White-Glove Communication:
  Ability to balance strict corporate compliance with a warm, polished, and professional tone when dealing with high-touch partners and talent representa