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Construction Project Coordinator

Job Description

Hello! Although Party City made the difficult decision of temporarily closing its stores and corporate offices to protect our customers and employees due to the COVID-19 pandemic and CDC health and safety guidelines, we welcome you to apply to our open positions within our corporate offices and have the opportunity to join the party and celebrate with us! We understand this may a difficult time for many but we remain hopeful that this worldwide threat will soon diminish and we continue to create joy in our customers’ lives! We will reach out to you once we’re able to operate safely.

Party City is the leading party goods and Halloween specialty retailer in North America and the world’s largest vertically integrated supplier of decorated party goods. Party City operates over 900 company-owned and franchise stores throughout North America. Our worldwide locations include our Retail Headquarters in Rockaway, New Jersey, a quick 45 minute commute from NYC, with regional offices in CA, MI, IL and Toronto. Party City is a division on Party City Holdings with our design and manufacturing headquarters in Elmsford, New York as well as locations throughout Asia, Europe, the Americas and Australia. We also sells direct to customers through our e-commerce website, PartyCity.com. We design, manufacture and distribute party goods found in over 40,000 retail outlets worldwide.

Through a series of acquisitions between 2005 and today, we have built a powerful retail operation that captures the full manufacturing-to-retail margin on a significant portion of the products sold in our stores. Our category-defining retail concept, multi-channel reach, widely recognized brands, broad and deep product offering, and low-cost global sourcing model are, we believe, significant competitive advantages which position us for continued organic and acquisition-led growth and margin expansion.

Party City Retail Group employs approximately 15,000 people over 35,000 around the major Halloween season. Party City also owns Halloween City/Tory City, a brand which operates approximately 300 temporary stores each fall.

At Party City, we like to have fun! We are helpful, passionate and creative. We inspire our customers with exciting concepts, themes and ideas and provide everything they need to bring them to life. We make it easy to create unforgettable moments. We work in a collaborative environment and we accept the responsibility to be the best that we can be!

JOB SUMMARY

Assist stores and Project Managers in the management of utilities, drinking water setup and alarm monitoring which are assigned from the point of initial opening of stores, closing stores and expiration of warranty in accordance with lease expiration date, policies and procedure to successfully meet department and company goals. This role will perform typical/routine activity associated with administering requirements of company orders and respond to basic requests for information and assistance received from stores, installers and/or vendors. Preform all other job duties that is required per management.

KEY ACCOUNTABILITIES:

  • Define the areas of impact (from the Roadmap; add metrics such as budget authority, EBITDA, sales plans, etc.
  • Setup and close out Party City and Halloween City utility service, process utility invoices, manage all utility accounts and support stores individually. Ensure accounts are reporting accurately.
  • Setup and close out Alarm Monitoring services, manage false alarm fines, permits, weight and measure scales and process assigned account invoices for proper and prompt payment
  • Submit responsible invoice into payable department by month end closing deadline date

CRITICAL RESPONSIBILITIES:

  • Utilities – Party City - Start and stop utility services for Party City New, Relo and Closing stores. Reach out to the Landlord, Property Manager or Project Manager to request Utility information/pics of meters (meter #s). Notify the utility companies to transfer accounts into Party City’s name and bill to Engie Insight. Once utility account is set-up, provide Engie Insight with utility information, start & stop dates by emailing site set-up form. Process any utility invoices that are Party City’s responsibility (paid direct to Landlord) – work with Finance Department. Work with utility companies, store managers, Engie Insight or Party City Facility Department to resolve any issues with water, electric or gas. Help resolve any issues or billing questions that are on Engie Insight Exception Report. Maintain files on all utility transactions.
  • Utilities – Halloween City - Start and stop utility services for Halloween City temp stores. Review utility section of Lease to confirm Party City responsibility. If not provided, reach out to Deal Maker, Landlord, Property Manager to confirm if utilities are PC responsibility and request utility information (meter #s & account #s). Notify the utility companies to transfer accounts into Party City’s name and bill to Party City – Corporate Office directly. If required, fill out application for utility services and request checks from A/P for security deposits. Notify the utility companies to close accounts on the Lease End Date and to send final bills to Party City Corporate Office. Help resolve any problems that may occur with utilities or billing. The utility billing for Halloween City stores varies: reconciliation of utility invoices is completed monthly or after Lease End Date. Request checks from A/P for utility reconciliation. After the utility reconciliation is completed – if there is a refund from the utility deposit (full or partial) reach out to the Landlord or Property Manager to request refund and advise mailing address. If there was a security deposit required by the utility company follow-up for refund until received. Maintain utility reconciliation report (Q: Shared drive). Maintain files on all utility transactions.
  • Bulk Candy Program – Weights and Measures - Stores that are still participating in the Bulk Candy Program are required to have permits renewed or yearly inspections. The Department of Agriculture sends notifications of permit renewals and scale inspections through mail or email. Stamp, code invoices to the proper general ledger account and cost center for permit renewals, scale inspections and services on scales. Invoices will need to be reviewed by Manager and approval per level of signature required. When approved input into expense disbursement file. This will allow to retrieve invoice information for vendor of where the invoices are in process and for accounting to forecast. Make a copy of all paperwork and bring down to A/P for input into payable system and payment to be created. Note – you must request a check to be returned to an individual at the top part of the invoice. Once check is received put all paperwork required with check and bring to mailroom. Follow up on receipt of renewed permits and payments. Email Permit to store when received and put copy in store file (Q: shared drive). Address all problems with fixtures or scales (repairs) until resolved. Maintain Permit & Inspection tracking report to avoid late fees and make sure the stores are complying.
  • Alarm Monitoring (Burglary and Fire) - Review all store alarm monitoring invoices, stamp, code invoices to the proper general ledger account and cost center. Review and process fees for store permit renewal and fines. Fines are issued after 3 false alarms at the stores. Invoices will need to be reviewed by Manager and approved per level of signature required. When approved input into expense disbursement file. This will allow to retrieve invoice information for vendor of where the invoices are in process and for accounting to forecast. Make a copy of all paperwork and bring down to A/P for input into payable system and payment to be created. Note – you must request a check to be returned to an individual at the top part of the invoice. Once check is received put all paperwork required with check and bring to mailroom. Follow up on receipt of renewed permits and fine payments. Email Permit to store when received and put copy in store file (Q: shared drive). Report fines by emailing the fine notification to the ROD, Loss prevention and general manager of the store. This will notify them of a problem with their system and report a repair in FMPilot. Maintain permit and fine tracking report per store to avoid late fees and make sure the stores are complying.
  • Store Water Service - Manage water vendors per stores for rental of equipment and water deliveries. Notify vendor of new/relo setup and closing store removal. Review incoming invoices to make sure the charges are following the agreement in place. Invoices are to be coded to the proper general ledger account and cost center. Invoices will need to be reviewed by Manager and approved per level of signature required. When approved input into expense disbursement file. This will allow to retrieve invoice information for vendor of where the invoices are in process and for accounting to forecast. Bring down invoices to A/P for input into payable system and payment to be created.
  • Vendor Statement Review - Vendors will send their statement monthly for review of any outstanding invoices. Oracle Buyer section will allow the invoice number to be typed in and viewed to see if the invoice is pending for payment or has been paid. If the invoice doesn’t show up in the Buyer section of Oracle, then the disbursement will show whether the invoice went down to A/P department. If it shows that the invoice is not in either section, then a request to the vendor to receive missing invoices.
  • Vendor has not received payment but was issued a check – If vendor has not received check you will reach out to the accounting team with check # and vendor name. Accounting team will notify you whether the check is cashed or not. Give vendor the information provided from accounting. If check has not been cashed notify payables and have the check cancelled and resubmitted.
  • Vendor received duplicate payment – Have vendor send check back to corporate office and void the check once received from vendor. Process the check down to the payable department. If check has been cashed receive a check from the vendor or a credit memo.
  • Vendor Information Form – This form is used for a vendor that is not in the payable system. Ask vendor to send their W-9 form. Fill out the vendor information form and have the VP of the department approve. Scan a copy to yourself and save. Process to payable the original vendor information form with the W-9 attached along with an invoice or letterhead from vendor acknowledging the service rendered that they provided.
  • Perform all other job duties that is required per management.

LEVELS OF LEADERSHIP

  • Direct Reports: 0
  • Total Org responsibility: 0
  • Level of Influence/Indirect reports: Impact across all stores and within multiple teams within Corporate Facility
  • Level of independence: Medium

Job Requirements

CRITICAL SKILLS/BEHAVIORS 

List specific skills and behaviours that are required to excel in this role such as Decision Making, Problem Solving, Critical Thinking, Influence, etc.  Provide level of independence in each area, scope or level of complexity.

• Multi-tasking, attention to detail, work under pressure and meet critical deadlines

• Excellent client-facing and internal communication skills

• Experience with project management practices and tools to create, manage, and track project performance, cost and verify scope

• Time management with task scheduling and resource assignment

• Administrative background with data entry skills


EDUCATION & CERTIFICATIONS

• Associates or Bachelor’s degree in Business Finance or comparable years of experience preferred

• Fiscal background with budget experience preferred

• Skills in Oracle, Engie, Microsoft Excel, Word, and PowerPoint preferred


EXPERIENCE 

• 2-5 years in retail construction with a background of business finance 


FREQUENCY OF TRAVEL – None

Location:       

• Rockaway, NJ


Job Snapshot

Location US-NJ-Rockaway
Employment Type Full-Time
Pay Type Year
Pay Rate N/A
Store Type Retail
Apply

Company Overview

Party City Corporation

Party City Holdco Inc. designs, manufactures, contracts for manufacture and distributes party goods, including paper and plastic tableware, metallic and latex balloons, Halloween and other costumes, accessories, novelties, gifts and stationery throughout the world. In addition, the Company operates specialty retail party supply stores in the United States and Canada, principally under the names Party City and Halloween City, and e-commerce websites, principally through the domain name PartyCity.com. The Company also franchises both individual stores and franchise areas throughout the United States and Puerto Rico, principally under the name Party City. Learn More

Contact Information

US-NJ-Rockaway
Snapshot
Party City Corporation
Company:
US-NJ-Rockaway
Location:
Full-Time
Employment Type:
Year
Pay Type:
N/A
Pay Rate:
Retail
Store Type:

Job Description

Hello! Although Party City made the difficult decision of temporarily closing its stores and corporate offices to protect our customers and employees due to the COVID-19 pandemic and CDC health and safety guidelines, we welcome you to apply to our open positions within our corporate offices and have the opportunity to join the party and celebrate with us! We understand this may a difficult time for many but we remain hopeful that this worldwide threat will soon diminish and we continue to create joy in our customers’ lives! We will reach out to you once we’re able to operate safely.

Party City is the leading party goods and Halloween specialty retailer in North America and the world’s largest vertically integrated supplier of decorated party goods. Party City operates over 900 company-owned and franchise stores throughout North America. Our worldwide locations include our Retail Headquarters in Rockaway, New Jersey, a quick 45 minute commute from NYC, with regional offices in CA, MI, IL and Toronto. Party City is a division on Party City Holdings with our design and manufacturing headquarters in Elmsford, New York as well as locations throughout Asia, Europe, the Americas and Australia. We also sells direct to customers through our e-commerce website, PartyCity.com. We design, manufacture and distribute party goods found in over 40,000 retail outlets worldwide.

Through a series of acquisitions between 2005 and today, we have built a powerful retail operation that captures the full manufacturing-to-retail margin on a significant portion of the products sold in our stores. Our category-defining retail concept, multi-channel reach, widely recognized brands, broad and deep product offering, and low-cost global sourcing model are, we believe, significant competitive advantages which position us for continued organic and acquisition-led growth and margin expansion.

Party City Retail Group employs approximately 15,000 people over 35,000 around the major Halloween season. Party City also owns Halloween City/Tory City, a brand which operates approximately 300 temporary stores each fall.

At Party City, we like to have fun! We are helpful, passionate and creative. We inspire our customers with exciting concepts, themes and ideas and provide everything they need to bring them to life. We make it easy to create unforgettable moments. We work in a collaborative environment and we accept the responsibility to be the best that we can be!

JOB SUMMARY

Assist stores and Project Managers in the management of utilities, drinking water setup and alarm monitoring which are assigned from the point of initial opening of stores, closing stores and expiration of warranty in accordance with lease expiration date, policies and procedure to successfully meet department and company goals. This role will perform typical/routine activity associated with administering requirements of company orders and respond to basic requests for information and assistance received from stores, installers and/or vendors. Preform all other job duties that is required per management.

KEY ACCOUNTABILITIES:

  • Define the areas of impact (from the Roadmap; add metrics such as budget authority, EBITDA, sales plans, etc.
  • Setup and close out Party City and Halloween City utility service, process utility invoices, manage all utility accounts and support stores individually. Ensure accounts are reporting accurately.
  • Setup and close out Alarm Monitoring services, manage false alarm fines, permits, weight and measure scales and process assigned account invoices for proper and prompt payment
  • Submit responsible invoice into payable department by month end closing deadline date

CRITICAL RESPONSIBILITIES:

  • Utilities – Party City - Start and stop utility services for Party City New, Relo and Closing stores. Reach out to the Landlord, Property Manager or Project Manager to request Utility information/pics of meters (meter #s). Notify the utility companies to transfer accounts into Party City’s name and bill to Engie Insight. Once utility account is set-up, provide Engie Insight with utility information, start & stop dates by emailing site set-up form. Process any utility invoices that are Party City’s responsibility (paid direct to Landlord) – work with Finance Department. Work with utility companies, store managers, Engie Insight or Party City Facility Department to resolve any issues with water, electric or gas. Help resolve any issues or billing questions that are on Engie Insight Exception Report. Maintain files on all utility transactions.
  • Utilities – Halloween City - Start and stop utility services for Halloween City temp stores. Review utility section of Lease to confirm Party City responsibility. If not provided, reach out to Deal Maker, Landlord, Property Manager to confirm if utilities are PC responsibility and request utility information (meter #s & account #s). Notify the utility companies to transfer accounts into Party City’s name and bill to Party City – Corporate Office directly. If required, fill out application for utility services and request checks from A/P for security deposits. Notify the utility companies to close accounts on the Lease End Date and to send final bills to Party City Corporate Office. Help resolve any problems that may occur with utilities or billing. The utility billing for Halloween City stores varies: reconciliation of utility invoices is completed monthly or after Lease End Date. Request checks from A/P for utility reconciliation. After the utility reconciliation is completed – if there is a refund from the utility deposit (full or partial) reach out to the Landlord or Property Manager to request refund and advise mailing address. If there was a security deposit required by the utility company follow-up for refund until received. Maintain utility reconciliation report (Q: Shared drive). Maintain files on all utility transactions.
  • Bulk Candy Program – Weights and Measures - Stores that are still participating in the Bulk Candy Program are required to have permits renewed or yearly inspections. The Department of Agriculture sends notifications of permit renewals and scale inspections through mail or email. Stamp, code invoices to the proper general ledger account and cost center for permit renewals, scale inspections and services on scales. Invoices will need to be reviewed by Manager and approval per level of signature required. When approved input into expense disbursement file. This will allow to retrieve invoice information for vendor of where the invoices are in process and for accounting to forecast. Make a copy of all paperwork and bring down to A/P for input into payable system and payment to be created. Note – you must request a check to be returned to an individual at the top part of the invoice. Once check is received put all paperwork required with check and bring to mailroom. Follow up on receipt of renewed permits and payments. Email Permit to store when received and put copy in store file (Q: shared drive). Address all problems with fixtures or scales (repairs) until resolved. Maintain Permit & Inspection tracking report to avoid late fees and make sure the stores are complying.
  • Alarm Monitoring (Burglary and Fire) - Review all store alarm monitoring invoices, stamp, code invoices to the proper general ledger account and cost center. Review and process fees for store permit renewal and fines. Fines are issued after 3 false alarms at the stores. Invoices will need to be reviewed by Manager and approved per level of signature required. When approved input into expense disbursement file. This will allow to retrieve invoice information for vendor of where the invoices are in process and for accounting to forecast. Make a copy of all paperwork and bring down to A/P for input into payable system and payment to be created. Note – you must request a check to be returned to an individual at the top part of the invoice. Once check is received put all paperwork required with check and bring to mailroom. Follow up on receipt of renewed permits and fine payments. Email Permit to store when received and put copy in store file (Q: shared drive). Report fines by emailing the fine notification to the ROD, Loss prevention and general manager of the store. This will notify them of a problem with their system and report a repair in FMPilot. Maintain permit and fine tracking report per store to avoid late fees and make sure the stores are complying.
  • Store Water Service - Manage water vendors per stores for rental of equipment and water deliveries. Notify vendor of new/relo setup and closing store removal. Review incoming invoices to make sure the charges are following the agreement in place. Invoices are to be coded to the proper general ledger account and cost center. Invoices will need to be reviewed by Manager and approved per level of signature required. When approved input into expense disbursement file. This will allow to retrieve invoice information for vendor of where the invoices are in process and for accounting to forecast. Bring down invoices to A/P for input into payable system and payment to be created.
  • Vendor Statement Review - Vendors will send their statement monthly for review of any outstanding invoices. Oracle Buyer section will allow the invoice number to be typed in and viewed to see if the invoice is pending for payment or has been paid. If the invoice doesn’t show up in the Buyer section of Oracle, then the disbursement will show whether the invoice went down to A/P department. If it shows that the invoice is not in either section, then a request to the vendor to receive missing invoices.
  • Vendor has not received payment but was issued a check – If vendor has not received check you will reach out to the accounting team with check # and vendor name. Accounting team will notify you whether the check is cashed or not. Give vendor the information provided from accounting. If check has not been cashed notify payables and have the check cancelled and resubmitted.
  • Vendor received duplicate payment – Have vendor send check back to corporate office and void the check once received from vendor. Process the check down to the payable department. If check has been cashed receive a check from the vendor or a credit memo.
  • Vendor Information Form – This form is used for a vendor that is not in the payable system. Ask vendor to send their W-9 form. Fill out the vendor information form and have the VP of the department approve. Scan a copy to yourself and save. Process to payable the original vendor information form with the W-9 attached along with an invoice or letterhead from vendor acknowledging the service rendered that they provided.
  • Perform all other job duties that is required per management.

LEVELS OF LEADERSHIP

  • Direct Reports: 0
  • Total Org responsibility: 0
  • Level of Influence/Indirect reports: Impact across all stores and within multiple teams within Corporate Facility
  • Level of independence: Medium

Job Requirements

CRITICAL SKILLS/BEHAVIORS 

List specific skills and behaviours that are required to excel in this role such as Decision Making, Problem Solving, Critical Thinking, Influence, etc.  Provide level of independence in each area, scope or level of complexity.

• Multi-tasking, attention to detail, work under pressure and meet critical deadlines

• Excellent client-facing and internal communication skills

• Experience with project management practices and tools to create, manage, and track project performance, cost and verify scope

• Time management with task scheduling and resource assignment

• Administrative background with data entry skills


EDUCATION & CERTIFICATIONS

• Associates or Bachelor’s degree in Business Finance or comparable years of experience preferred

• Fiscal background with budget experience preferred

• Skills in Oracle, Engie, Microsoft Excel, Word, and PowerPoint preferred


EXPERIENCE 

• 2-5 years in retail construction with a background of business finance 


FREQUENCY OF TRAVEL – None

Location:       

• Rockaway, NJ


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Construction Project Coordinator Apply now