Department Coordinator

Nestle USA - Cleveland, OH4.1

Full-timeEstimated: $44,000 - $55,000 a year
Foods people love. Brands people trust. And a career that nourishes your future like no other.

If you’re driven by the passion to do something meaningful that changes lives, Nestlé USA is the place for you.

We’re in 97% of American homes, and as the leading nutrition, health and wellness company, our goal is to continue to provide more nutritious foods, strengthen our local communities, and reduce our environmental and climate impact. Joining Nestlé as a Department Coordinator means you can make an impact on an enormous scale.

The Department Coordinator will be responsible for providing administrative and financial support to a dynamic and fast paced team. As part of our specialized team dedicated to consumer insights and research, the Coordinator will be responsible for providing high level of customer service to both internal and external clients and consumers.

Administrative Responsibilities:general administrative support, answering department phones, handling and properly routing consumer calls, maintaining department files and spreadsheets, scheduling meetings, handling incoming and outgoing mail, T&E (Travel & Expense) Lead for expense report issues, maintaining office supplies.
Financial Responsibilities: provides GLOBE/SAP support as a functional expert for the division, managing the creating of purchase orders and/or purchase requisitions, generating PFME reports on a regular basis, processing of invoices, goods receipts, approving invoices, and requesting adjustments to purchase orders.

Manage, coordinate or assist with department needs including:
Request roles be set-up in GLOBE
Creates purchase orders for three cost centers and five PFME budgets
Creates plans/budgets in CRM for seven PFME budgets. Work with Finance and the appropriate manager for details on each plan.
Q1 and Q4 are extremely busy with budgets and P.O.s
Q1 – Executing current year plans, ensuring all invoices for previous years P.O.s are received and processed prior to end of March.
Q4 – Creating plans/budgets in CRM for the following year and adjusting/closing current years PFME budgets after adjusting/closing PFME P.O.s. Ensure all goods receipts are done for any open Cost Center P.O.s. and any adjustments are done.
Managing the invoice process by entering goods receipts in SAP, submitting invoices, approving invoices, resolving blocked/parked invoices and following up with Accounts Payable as needed
Managing three department, seven Corporate PFME budgets, 18 CES Division PFME budgets and creating monthly budget/expense reports
Make (Cost Centers) or request (PFME) changes to P.O.s including closing or deleting.
Reconciliation of Admin P-card including re-allocating expenses as appropriate
Providing back-up for Chief Marketing Officer’s assistant
Resource for the CME Division on SAP/GLOBE
Work with the SAP Specialist for the PFME budgets on creating purchase requisitions, adjusting P.O.s, resolving blocked/parked issues.
Super User for SAP CRM
Travel & Expense (T&E) Lead for department. Train employees on T&E system, assist employees with creating a T&E for the first time or as requested, trouble shoot issues that may come up and attend T&E Lead User meetings.
Information Technology Coordinator (ITC) duties include attend ITC meetings, order laptops/monitors/keyboards/mouse when necessary for department employees. Department contact for any computer or phone issues.
Set-up meetings – Skype/Telepresence/Video Conference
Support team members across 3 campuses - Glendale, Solon, and Oakland
Work with the following departments – Catering, Finance, Shipping/Receiving, Mail Room, Copy Center, Graphics, Security, Facilities Management
Complete other tasks assigned by Digital COE, Consumer Engagement Services, and/or Culinary management

SUPERVISION RECEIVED: Supervision received from VP, CMI . Will require person to be able to anticipate problems/requests/inquiries and move toward resolving them, exercising good independent judgment and discretion with minimal supervision. Fast-paced environment requiring flexibility and multi-tasking capabilities.

SUPERVISION GIVEN: No direct supervision given.

FINANCIAL/STRATEGIC IMPACT: Maintains budgets and tracks cost center expenses for Digital COE, Consumer Engagement Services, and Culinary and 23 PFME budgets. Needs to have a very good working knowledge of GLOBE/SAP in order to navigate through the system to create purchase requisitions, purchase orders, goods receipts, monthly expense reports, purchase order reports, approve invoices and needs to know the difference between cost centers and WBS numbers.


Understanding of Nestlé USA and Nestlé SA environment to make administrative and business decisions; or the capacity to gain such knowledge to make good decisions.

Minimum of three years administrative support experience, preferably in a corporate or Consumer Engagement Services environment. Prior experience in communications is a plus.

Proficiency in: PC, Microsoft Outlook, Word, PowerPoint, Excel, GLOBE/SAP and web based tools.
Excellent organizational skills; must be able to multi-task.
Able to work well in fast-paced environment; able to work independently and make decisions independently with minimal supervision.
Strong computer skills.
Good writing/editing skills. Attention to detail/conscientious as work is high profile.
Must be a team player with positive, pleasant, “can do” attitude. Excellent customer relations and communications skills.