Merchandise Coordinator

At Disney Theatrical Group we strive to create a culture of innovation, inclusion, collaboration, and creativity.  Stories shape how we see ourselves and everyone around us. As storytellers, we have the power to not only uplift and inspire but also to champion the spectrum of voices in our world.  If you want to help tell compelling, diverse, and enduring stories through live theater, we want to hear from you.

The Merchandise Coordinator is the key support role for the Merchandise Corporate Team and the retail teams in the U.S. and the U.K. as well as for the head of the department, VP of Merchandise, for Disney Theatrical Group. This role will wear multiple hats in supporting key stakeholders in the daily operations of the success of this team. Their primary function is being the strategic communication hub so that the team is connected, collaborative, and supported in their roles & office routines; including but not limited to scheduling of team meetings and the VP’s calendar; customer service support to external parties; data input & reporting; invoicing & reconciliation; shipping and travel and expense management.  This role will have an impact on the team’s culture by working closely with the VP to engage the team in group events, milestones, and trainings.

This role must be a team player with superior skills in project management, communication, and prioritization. Bringing their flexibility and results-orientated approach to the work will lead to great success in the position and the team culture. They need to be able to anticipate the needs of the Vice President and the organization and be proactive in providing solutions.

Responsibilities:

• Shipping

  • Assist the corporate and retail teams in all shipping requests.

  • Code UPS invoices then update freight tracker; accordingly, pass to A/P for payment.

  • GXO freight invoicing: ensure all monthly invoices for freight and warehousing are correct and escalate to GXO and DSV if there are any questions or corrections.

• Zen desk: Oversee the inbox of all guest service inquiries. Ensure timely replies for all and see to any replacement merchandise for damaged goods is executed. Escalate to management as needed.

• Documentation Preparation & Reporting:

  • Upload all retail sales for self-produced and licensed weekly data into the Department Recap Model on a weekly basis.  Partner with the Finance Manager for tool accuracy and management.

  • Upload all DTG licensees’ international sales files into ERPLY on a weekly basis.

  • ERPLY Report Generation: creating, generating, edit and export basic reports within ERPLY and Excel for the analysis and decision-making of key stakeholders in the department.

  • Surefront: product reporting and assortment data for self-produced and licensed products.

  • Presentations: Creation and execution of team presentations and data sharing. Partner with stakeholders to gather assets needed and put together documents for internal and external sharing.

• Asana: Department lead on all merchandise-related tasks within the marketing project management tool, Asana. Partner with Marketing contact to ensure that we are meeting timelines, projects are making proper progress, and we are escalating to take holders as needed

• ILS Compliance and Product Integrity: Assist with the submissions of our product testing system and ILS Compliance tools.

  • Request PRR testing in PIMS systems

  • Logging of PRR/Test reports in Surefront and Teams logs

  • Submit FAMA forms for DTG internal department orders

• Product Samples: assist in TOP tracking and storage for all self-produced and licensed products.

• Strategic Support/Meetings:

  • Schedule all larger team meetings both on Zoom and in person.

  • Escalation for the Vice President’s calendar to ensure priority meetings are booked. Organize and reschedule meetings that overlap.

  • For in-person meetings, ensure that the room is set up, IT needs are met, and guests are greeted at reception. If additional products or presentations are needed, they are set up and broken down.

• Travel and Expense for Vice President: Book all travel for the Vice President and reconcile and submit T&E and Procurement card reconciliation.

• Invoicing: Process all invoicing for the corporate team including partnering with finance for proper coding.

• Event Coordination:  Assist Vice President in organizing and scheduling team building activities, trainings, and innovation/industry outings for both the corporate and retail teams and engaging other departments as needed.

Basic Qualification:

• 2+ years’ experience in an administrative support role of multiple management-level stakeholders in an office environment

• Experience in Office Suite with above-average skills in Excel and Power Point

• Calendar, Travel, and Expense experience for senior-level staff

• Proven ability to prioritize and escalate to stakeholders

• Proven project management in a fast-paced environment

• Experience with data entry and reporting tools. Exposure to invoice processing and reconciliation.

• This is an onsite role from NYC offices; however, we do work with global partners so flexibility with time zones is appreciated.

Preferred Qualifications:

• Experience in a retail or merchandising environment is a plus