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Communications Operations Associate

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We are looking for a Communications Operations Associate for our Fortune 500 Financial Services client in Miami. This individual will reports to the group head of the Communications department and will be primarily responsible for providing support for the group; including administrative assistance, ensuring proper finance processes and compliance, budget follow-up, vendor/suppler management and strategic sourcing. Additionally, this individual will explore opportunities for cost savings; provide forecasting and reporting; support internal events; provide administrative support for the Head of the area.

Responsibilities and Duties:
• Perform general administrative duties to support day-to-day department operations in such areas as phone coverage, scheduling meetings, completing travel arrangements, expense reporting, maintaining management calendar, other general office duties.
• Prepare correspondence, memoranda, reports, presentations or other assigned documentation.
• Maintain departmental administrative financial processes. Administers programs, maintain spreadsheets or databases to monitor departmental information and supply orders.
• Assist other staff in the department, and provide support on policies and procedures including but not limited to: obtaining proper approval for off-site meetings, Oracle issues, new vendor process, expense reports issues, travel documentations, contract approval process, legal document templates, vendor travel and expense policy and global supplier chain process questions.
• Receive, prepare and consolidate departmental reports, including report of tactical initiatives against planned objectives
• Support team meeting(s) agenda and logistics
• Manage ordering of supplies and technical needs
• Be part of the Business Continuity Plan
• Manage all supplier maintenance issues. Work with Strategic sourcing on all new vendor entry to insure the process and business requirements are met. This includes preparing RFP’s and RFI’s.
• Manage and process expenses for events in order to reduce the amount of vendors in the system and provide a way to track expenses by category.
• Execution of analysis for monthly reconciliation.
• Prepare Business cases when we leverage the company’s marketing assets with customers and media.
• Obtaining approvals on all financials and contracts as needed.
• Work with legal department on all contract renewals, addendums and statement of works for the Communications department.
• Provide budget reconciliations, projections for ad hoc quarterly operating reviews as requested by marketing and finance.
• Work with Global Corporate Philanthropy in identifying and managing philanthropic entities in Latin America and Caribbean.
• Work with various communications leads on managing local entities.


Must-haves:
- 2-4 years of experience in operations, reporting, and vendor relations as related to marketing and/or communiations.
- Bachelors in business, marketing, communications, or related field.
- Experience with and skilled in Microsoft Office
- Experience with Oracle

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