Job Description

Support Center - Irving

Under the supervision of the Project Manager, Project Planning Specialist performs various procurement, accounting, financial reporting and related tasks as assigned in assisting the Manager in the performance of his/her responsibilities.

Major Activities

• Review and understand blueprints to accurately order fixture needs to build a store.
• Process purchase orders through the Oracle system to multiple vendors for all required pieces and parts to build a store.
• Monitor, manage, report on and coordinate timing of deliveries of all fixture and equipment needs for new stores with vendor partners.
• Communicate with Store Manager in week six of project to schedule proper execution and receipt of all equipment prior to installation process.
• Manage service vendors timing and reporting to ensure proper execution of orders.
• Orchestrate multiple schedules to ensure all vendor work is done at specified time.
• Receive nightly phone updates from install teams and respond accordingly.
• Coordinate with the fixture install teams the disposition of all excess fixtures delivered during the install process.
• Perform financial analysis to determine cost and feasibility of return vs. disposal.
• Execute the outcome.  Trash hauling, arrangements through the load center, transfers.
• Coordinate with the fixture install teams any shortage of fixtures during the install process.
• Place purchase orders through Oracle with multiple vendors and build a self-performing follow up system to track.
• Communicate with vendors and coordinate expedited delivery.
• Work closely with the Set-Up Specialists throughout the project to resolve any opening issues and expedite orders.
• Process all FFE requests within 3 days and communicate status with vendor and coordinator.  Place purchase orders with multiple vendors and build a self-performing follow up system to track.
• Communicate with vendors and coordinate expedited delivery.
• Participate in week 2 conference call and research any unresolved issues.
  • Contractor work
  • Fixture needs
  • Specialists needs
  • District / Division needs
  • Marketing needs
  • Facility needs
• Maintain a checkbook for all costs related to every new store. Report on actual costs versus budgets weekly on all assigned stores.
• Balance the checkbook to ensure all projects complete within budget.
• Relocation and Closing Stores
• Work with a Project Manager to maximize asset transfer from old to new locations, reducing duplication of assets.
• Process orders and verify shipping materials are on site
• Manage rental equipment and temporary labor necessary to close store
• Full understanding of costs, fixture types, and options for solving store issues.
• Work closely with a Project Manager to understand scope and magnitude of remodel / relay / refresh projects.
• Prepare financial forecast for review with a Project Manager to forecast fixture needs.  Comparing before / after prints to determine order needs.
• Work with other Specialists to validate work on special project fixture needs.
• Work closely with the Floor Planners to identify opportunities on store maps.  Challenge any inconsistencies for clarification and understanding.
• Review before / after blueprints to ensure proper fixture orders are placed.  Work with a Project Manager to verify store specific needs.
• Always maintain a current matrix of fixtures by planogram in the system.
• Communicate with Team Members on site to resolve all fixture and equipment needs quickly.
• Place purchase orders in Oracle with multiple vendors and build a self-performing follow up system to track.  Communicate with vendors and coordinate expedited delivery.
• Orchestrate multiple schedules to ensure all vendor work is done at specified time.
• Prepare financial reporting throughout project from Oracle.
• Process comp store fixture orders within 48 hours of receipt
• Communicate with vendors to have 75% of all orders filled and in store within 10 days of receipt of purchase order.
• Remaining orders to be in store within 15 days
• Prepare financial reporting to align purchases with budgets and forecasts. Report weekly to management.
• Communicate with vendors via the weekly Purchase Order Summary Report to verify purchase orders have been received and orders are filled as requested.
• Attend weekly conference calls and/or meetings with a Project Manager for discussion of performance issues, project schedules, and fixture issues
• Articulate project statuses, issues and provide solutions and areas for improvement to drive the business and productivity.
• Publish and transmit long term Project Summary and short-term Weekly Glance reports to vendor and corporate community on a weekly basis
• Manage vendors to comply with the Countdown Calendar process timeline.
• Drive cost of installation down by negotiating lower rates with service vendors
• Prepare a performance monitor report for our biggest vendors.  (Lozier, Sam Pievac, Madix and Prestage)
• Aid Floor Planning and Operators to ensure feedback on the system for automating purchase order process
• Work closely with Space Planning/Set Up Specialists to ensure integrity of the Fixture Matrix.
• Manage Oracle processes and receive incoming invoices for Real Estate / Store Development department.
• Assign CAN/EX accts to all invoices accurately and timely.
• Manage purchase order reconciliation and invoice approval process through Oracle.
• Forward all records to accounting for timely payment.
• Maintain accrual list, FFE PO/Payment status reporting for a weekly meeting and any communications, investigations on issues including responding to inquiries with vendors, stores and other teams related to FFE orders and payments. Ensure Oracle reporting is accurate, and input is validated.
• Maintain 90+% accuracy in data input for orders in Oracle.

Other duties as assigned

Minimum Education

• Graduation from high school required.
• 2 years college level training in office administration or a related field preferred.
• Emphasis in Business Administration, Accounting

Minimum Type of Experience the Job Requires

• 2 or more years of successful and increasing responsibility

Other

• Thorough knowledge of the systems and procedures associated with the administration of a modern business office.
• Working knowledge Microsoft Word and Excel.
• Oracle knowledge
• Ability to type accurately, including the operation of a computer keyboard, at a moderately rapid rate of speed (45 - 50 wpm).
• Ability to exercise sound judgment in the handling of varied and moderately complex matters for which relatively well-defined policies and procedural guidelines exist, without the need for direct supervisory involvement
• Ability to communicate effectively, both orally and in writing
• Ability to establish and maintain effective working relationships with department and company personnel at all levels.

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Applicants in the U.S. must satisfy federal, state, and local legal requirements of the job.

For 50 years, Michaels has been the best place for all things creative. We strive to inspire our customers, cultivate confident leaders, and serve our communities by fostering an inclusive environment for everyone to learn, shop, and create. At Michaels, everyone has a seat at our craft table and every Team Member is encouraged to hone their craft with opportunities for personal and professional growth. From our Stores and Distribution Centers to Artistree and our Support Center, our best-in-class team is committed to delivering on our purpose to fuel the joy of creativity. As the leading creative destination in North America, we operate over 1,290 stores in 49 states and Canada and online at Michaels.com and Michaels.ca. The Michaels Companies, Inc. also owns Artistree, a manufacturer of custom and specialty framing merchandise, and MakerPlace by Michaels, a dedicated handmade goods marketplace.

Michaels is an Equal Opportunity Employer. We are here for all Team Members and all Makers to create, innovate and be better together.

Michaels is committed to the full inclusion of all qualified individuals. In keeping with this commitment, Michaels will assure that people with disabilities are provided reasonable accommodations. Accordingly, if a reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the job, and/or to receive all other benefits and privileges of employment, please contact Customer Care at 1-800-642-4235 (1800-MICHAEL).

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