The Contracts Administrator supports the general business operations of the Speakers’ sales team; including but not limited to tracking the lifecycle of the speaking contract from inception to event date; reporting sales information; and, proactively investigating/resolving problems. The Contracts Administrator reports to the Assistant Controller
RESPONSIBILITIES OF THE ROLE
- Managing contract transactions from inception to conclusion, including carefully monitoring email communications involving contract revisions and meticulously updating contracts with any requested, approved changes
- Accurately monitoring deadlines for the performance of contract provisions
- Managing pertinent, excel database information from inception to completion, by entering, tracking, maintaining, and auditing contract information; anticipating and implementing changes as needed to support long-term and short-term sales objectives
- Analyzing and interpreting financial data to provide management with planning tools including daily updates, monthly and ad-hoc commission, and sales reports
- Representing the company brand accurate in all interactions with customers to resolve problems including foreign tax issues, payments, and scheduling issues without damaging key relationships
- Resolving Speaker/customer issues independently, with discretion to make exceptions to policies by determining the best approach to resolve such issues.
- Preparing invoices/billings for travel expenses on behalf of Speakers
- Invoicing and light bookkeeping, including payments to Speakers and collecting all receivables related to Speaker engagements
- Vendor on-line set up, completing domestic tax forms, and international tax forms which require investigation and resolution
- Reviewing a large quantity of daily emails, checking for changes in contracts, payment/due dates or invoices, and determining any issues that need to be addressed by efficiently making necessary changes, recording the changes and organizing correspondence
- Protecting operations by strictly maintaining the confidentiality of the company’s financial information and plans as well as the privacy of the owners’ interests
