Vice President, Corporate Services

Job Description

Our Corporate Services team is currently seeking a Vice President to join their team. This integral role interacts with key publishing stakeholders across all divisions and has an active voice in vendor selection, contract negotiation, and financial planning and reporting. This essential and evolving role interfaces most closely with Penguin Random House's Financial and Accounting groups, vendors/suppliers of Corporate Services & Corporate Real Estate, internal teams of Travel, Conference Services, Facilities, Auto Fleet and Real Estate, and directly oversees Purchasing, Cost Analysis and Special Projects.

The successful candidate will work and communicate well with both publishing and operational staff, as well as with vendors and in-house event managers. The role offers an opportunity to grow, learn and develop given the strengths of the successful candidate.

Job Responsibilities include:
• FINANCIAL OVERSIGHT: Including budgeting; invoice processing and signing authorities; expense tracking; vetting of quotes; benchmarking vs. prior spends of general departmental initiatives (moves, renovations, buildouts, et al), working with Corporate Services Dept. heads, Finance, A.P., I.T.; Resolve T&E policy questions and supporting practice; Chief point of contact w/PRH Accounting and AP re payment/coding issues; departmental vendor setups
• BUDGETING – CORP SERVICES & 1745 BROADWAY: Responsible for making recommendations for annual departmental and building operating expense budgets; tracking one-off incremental impacts; budget phasing/calendarization; reviewing spend vs budgets for multiple in-year forecasts; primary point of contact between Corporate Services and Finance (Business Manager); maintenance (via Mgr. Cost Analysis) of building invoicing spend tracking; Partner w/related departments (I.T.; PRH Real Estate brokers) for relevant input
• RFPs/BIDS: With direction from SVP, Corporate Services determine projects to be put out to bid and or RFP process; drafting of RFP documents; formation of bid timelines and project awards; in conjunction w/Mgr., Cost Analysis review and leveling of bids including benchmarks vs. current costs; participate in vendor interviews; conduct vendor scoring for RFPs; Coordinate cost impact w/Finance; Including Security, Janitorial, Copier Leases, Moving Companies, Booth Design, Paper Suppliers
• REAL ESTATE ADMINISTRATION: Coordination of vendor setups w/AP; leasing information to Accounting; Overviews for PRH management; Assist w/summaries of cost projections; Lease reviews for rights/liabilities; Issue invoicing for 1745 basement space; Vet 1745 Tax and Operating Expense Escalations; Coordinate funding for special corporate projects (T.I. etc); Process corporate legal bills; Assist SVP Corporate Real Estate as needed for special projects
• PURCHASING OVERSIGHT: (in conjunction w/Purchasing Sr. Manager) Responsible for Staples account reviews; determining policy; Oversight responsibilities for Subscription programs; Stationery; Supply ordering; Paper Ordering; Oversight or Corporate Services leasing arrangements (copiers, specialty equipment, et al)
• TRADE SHOW FINANCES: (w/ Mgr., Cost Analysis) Partner w/Conference Services to build cost estimates; develop expense allocation plans; code invoicing/AMEX charges; invoice review/dispute resolution; reporting for both Conf Services staff and exhibitors. Development of estimates for projected costs; vet costs vs. SAP; set space allocations, pre-show accruals for US groups/estimates for UK-based groups, final cost allocations and both summary-level and detail level cost reporting
• REPORTING: In conjunction w/Cost Analysis and Purchasing staff issue regular reporting on Rent Log expenses (1745) including Repro/Service Center activity, Staples Spend, Diversion (Sustainability), Building Expenses, and Travel; Develop departmental reporting as required and report on special projects
• CONTRACT/QUOTE REVIEW: For Conference Services, review all group housing contracts for larger shows and identify any inequities prior to approval; Review booth quotes vs. benchmarked costs; Run projections for hotel costs; Review final billing for adherence to contracts/quotes. For Facilities, contractual review for contractors i.e.,Mailroom, Messenger Center, Copiers, Printers, Security; review of quotes from construction/service providers and proposal summaries for PRH management
• SUSTAINABILITY PROJECTS: With direction from SVP Corporate Services/Real Estate and in conjunction w/Sr. Manager, Purchasing & Sustainability serve as point person to Sustainability Subcommittee and Zero Waste Task Force; Coordinate Corp Services support of initiatives; Measure progress/develop metrics
• DEPARTMENTAL COORDINATION OF GROUP PROJECTS: Provide cross-functional support between multiple groups in Corporate Services where projects span different departments (WFH initiative; Building Re-occupancy; Creation of Service Center; Moves/Shifts; Pantry Initiatives; Sustainability Initiatives; etc.)
• EQUIPMENT PROCUREMENT: Responsible for departmental reviews of company-issued equipment (cellphones, laptops). With Purchasing Sr. Manager - sourcing, vetting of pricing and procuring specialty equipment for Facilities
• AUTO FLEET: Manage all aspects of program w/ Manager, Cost Analysis and Administrator, Office Services); Assist in forecasting expenses; invoice approvals; and policy development
• STAFF SUPERVISION: Direct oversight for Sr. Manager, Purchasing & Sustainability and Manager, Cost Analysis; Hiring, performance management, and development of same

Qualifications:
• 7-10+ years of experience with budgeting, forecasting, and cost-analysis
• 7-10+ years of managerial experience
• Proficiency with Microsoft Excel
• Strong analytical and organizational skills
• Ability to successfully manage multiple projects while working within a fast-paced environment
• Excellent written and verbal communication skills
• Ability to work well under pressure and problem solve
• Publishing experience preferred but not required
• Background in events and/or facilities a plus
*This is a NYC-based hybrid role with in-office responsibilities including but not limited to interacting with building staff and assisting with office services and facilities.

The salary for this position is $140,000-$150,000. All positions are currently eligible for annual profit award or bonus, subject to company results.

Please apply by 9/22/23 at 11:59 pm EDT for consideration and include a cover letter with your resume.

Penguin Random House job postings include a good faith compensation range for each open position. The salary range listed is specific to each particular open position and takes into account various factors including the specifics of the individual role, and candidate's relevant experience and qualifications.

Full-time employees are eligible for our comprehensive benefits program. Our range of benefits include, but are not limited to, Medical/Prescription drug insurance, Dental, Vision, Health Care/Dependent Care Flexible Spending Account, Health Savings Account, Pre-Tax and Roth 401(k), Short and Long-Term Disability Insurance, Life/AD&D Insurance, Commuter Benefits, Student Loan Repayment Program, Educational Assistance & generous paid time off.

Jobcode: Reference SBJ-ro21b2-18-188-0-144-42 in your application.