Purchase Order Coordinator

Your Dreams, Our Future.

Join the dynamic and diverse team at Shiseido. Be a part of a portfolio of prestige beauty brands which includes Clé de Peau Beauté, Drunk Elephant, Dr. Dennis Gross Skincare, NARS, SHISEIDO and several prestige fragrance brands including Issey Miyake, Narciso Rodriguez and Tory Burch. At Shiseido we value and celebrate human diversity, with a rich tapestry of employees from all backgrounds and experiences. Be inspired by the array of skills, knowledge, and integrity of your colleagues, and join our driving force as Shiseido continues its pursuit of beauty innovations for a better world. 

At Shiseido, we focus on our people. We strive to foster a collaborative workplace culture where creative thinking, inclusivity and unique diverse perspectives are celebrated in order to drive success for both our employees and the company as a whole. By prioritizing our team and promoting an open-minded environment, we push the boundaries of what's possible and bring new ideas to life.

JOB SUMMARY

The Purchase Order (P.O.) Coordinator (Independent Contractor) is responsible for overseeing the end-to-end purchase order process in support of the Travel Retail Marketing and Finance teams. The role ensures the timely and accurate processing of purchase orders, effective coordination with internal stakeholders and vendors, compliance with established financial and operational procedures, and the ongoing monitoring of operational and financial reporting, inventory tracking, and record maintenance activities. Strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced environment are essential.

WHAT YOU WILL DO 

Create, receive, and manage P.O.s in required systems for Fragrances & Cosmetics (i.e. SAP, ACCPAC/ SAGE) respectively:

• • Manage purchase order creation, invoicing processes, and vendor relationships across multiple business functions.
  • Update tracker database with required project details.
  • Create P.O. with accurate tracker information.
  • Monitor and track P.O. status; follow up with workflow approvers and Finance department to ensure delivery time.
  • Provide approved P.O. numbers to suppliers and verify vendor information on invoices. 
  • Request supplier invoices and ensure accuracy.
  • Collaborate with the relevant stakeholders on status and project payment process and status.

Send Payment Packageand closely follow up with the Finance Department to ensure timely payment of invoices:

• • Submit all necessary payment/ financial information to Finance department.
  • Update tracker database to reflect progress.
  • Actively participate in the weekly meetings with Finance to track payment status and communicate estimated timelines to suppliers. 
  • Support banking and payment processes, including vendor set up and electronic payments.

Manage account balance statements: 

• • Regularly request and reconcile Statement of Accounts from suppliers to ensure accurate financial records and distribute them to suppliers and internal departments.
  • Address and resolve any discrepancies or issues with account balances promptly.

Organize and maintain department records and inventory tracker:

• • • Save and store quotes and invoices in appropriate files. 
    • Maintain close communication with all parties using all necessary means.
    • Connect with merchandising manager to identify priorities and address critical deadlines.
    • Ensure P.O. alignment with project budget.
    • Coordinate capital expenditure (CAPEX) tracking, asset creation, and asset lifecycle management.
    • Monitor and update operational and financial reporting files to ensure data accuracy and timeliness.
    • Maintain inventory tracking and record maintenance of on-site product storage area.

WHO YOU ARE

• Bachelor’s degree preferred 
• Accounting experience is a plus
• Ability to work in a very fast-paced environment; pro-active, independent and able to prioritize effectively
• Strong problem-solving and customer service skills; detail-oriented
• Ability to work in a multi-cultural environment
• Strong verbal and written communication skills in English and Spanish; Portuguese is a plus
• Advanced proficiency in Microsoft Office Suite, particularly Excel, required
• Prior experience in cosmetics/beauty industry is a plus

If this sounds like you, we want you on our team.  Apply today and let's create something beautiful!

You may be asked to perform other duties needed to help drive to our vision, fulfill our mission and abide by our organization’s values.

At Shiseido, our pride extends beyond our rich legacy to our passionate and talented team that brings it to life every day. We recognize that without our people, innovation would not be possible. That's why we go above and beyond with our comprehensive benefits program to recognize our employees. With an array of options designed to give our employees peace of mind, our perks & benefits program is more than just a perk – it's an investment in our people's futures. Whether you're looking for comprehensive health coverage, retirement