Sony Music Entertainment

Administrative Assistant

US-NY-New York
4 weeks ago
Job ID
2017-6311
# Positions
1
Category
Administrative/Clerical - Administrative Support
Level
Entry-Level

Overview

Sony Music Entertainment is a global recorded music company with a roster of current artists that includes a broad array of both local artists and international superstars, as well as a vast catalog that comprises some of the most important recordings in history. Sony Music Entertainment is a wholly owned subsidiary of Sony Corporation of America.


Sony Music is committed to providing equal employment opportunity for all persons regardless of age, disability, national origin, race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, veteran or military status, genetic information or any other status protected by applicable federal, state, or local law.

 

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

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