Contract Administration Coordinator at Charlotte Regional Visitors Authority

Who We Are

The CRVA works to deliver experiences that uniquely enrich the lives of our visitors and residents. Through leadership in destination development, marketing and venue management expertise, the CRVA leads efforts to maximize the region's economic potential through visitor spending, creating jobs and opportunities for the community. Brands supported by the CRVA include the Charlotte Convention Center, Spectrum Center, Bojangles Entertainment Complex, NASCAR Hall of Fame, Charlotte Film Commission, Visit Charlotte and Visitor Info Centers.

Job Summary

The Contract Administration Coordinator is a Team member of the CRVA. Under the supervision of the Contract Administration Manager, the Contract Administration Coordinator assists the department in generating, negotiating, and review of venue License Agreements and Amendments ("Contract(s)") or proposed Contracts for the Charlotte Convention Center, NASCAR Hall of Fame, Bojangles Coliseum, Coliseum and East CLT Room at the BOplex through the accurate interpretation of contractual items negotiated by the sales teams and/or suggested by the client. The Contract Administration Coordinator uses judgement during negotiation to mitigate legal, ethical, financial, or reputational risk to the organization. The Contract Administration Coordinator also provides general administrative support to the department.

Job Responsibilities

• Essential Job Duties
• Under the supervision of the Manager, Contract Administration, generates, negotiates and reviews terms of Contracts.
• Supports the sales team at each venue by drafting and negotiating business and legal terms within the established Contract formats. Confers with various departments to identify ambiguities, inaccurate statements, omissions of essential terms, and conflicts within established Contracts format.
• Aids sales teams in qualifying customers as legal entities and resolving conflicting insurance issues.
• Assists in managing CRVA's Momentus ("CORE") database as it relates to client accounts and Contracts.
• Leads the maintenance and update of Contract Department reference tools.
• Expedites the flow of Contract documents, from generation to execution.
• Provides regular administrative support to the Contract Department, Ability to work with multiple department team members and clients with varying business skills and goals.
• Assists the department on special projects and may perform other duties as required.
• May participate on CRVA committees and tasks forces.
• Maintains professional relationships with co-workers, industry partners, clients, and community contacts.
• Consistently deliver the best in customer service. Model and be accountable ensuring that customers are always put first by living the CRVA Service Philosophy to deliver memorable customer experiences
• Champion CRVA's mission, vision and core values and comply with organizations policies and procedures.
  
  

Scope of Responsibility

• Ensuring the CRVA and City of Charlotte are protected in CRVA venue Contracts by minimizing risk and to avoid expensive legal activity.
• Ensuring accuracy of bookings to avoid booking conflicts.
• Providing guidance to various departments to ensure customers' use of venue operates within CRVA standards and requirements.
• This job will have periodic access to confidential data including financial statements, company records and/or minutes, customer quotes, product costs, and company plans, designs, and/or programs.
  
  

Supervisory Responsibility

• This job has no supervisory responsibilities
  
  

Knowledge and Skill Requirements

Language Ability

• Read, analyze, and interpret business-related legal terms, and technical procedures.
• Interpret sales teams' and clients' suggested language and convert into legally acceptable concepts for a Contract.
• Effectively write business-related and legal terms, reports, business correspondence, and procedure manuals.
• Effectively present information and respond to questions from groups of managers, clients, and the general public. Influence to get a favorable outcome.
  
  

Reasoning Ability

• Highly analytical and able to creatively solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Understanding venues' risk tolerance and how contractual terms expose the CRVA to risk. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  
  

Technical Ability

• Knowledge of Microsoft Office is required. Knowledge of Adobe Acrobat Pro, and Momentus is preferred.
  
  

Education and Experience

• Associate degree (A. A.) or equivalent from two-year college or technical school; and two to three years related experience and/or training; or equivalent combination of education and experience.
• Bachelor's Degree (B. A.) preferred.
• Experience with negotiating contracts is preferred.
• Experience working in a public venue, in a business capacity, is preferred.
  
  

Physical Demands

• The employee will spend most of their time at a desk, using a computer.
  
  

Work Environment

• This job currently works remote, as approved by Department's Executive, however, is required to come on-site to attend in-person meetings and events.
  
  

Travel Required

This job has occasional industry related travel opportunities

What We Offer

• Education Reimbursement
• Comprehensive medical, dental, and vision coverage, plus other great benefits.
• 457 Plan
• NC Retirement System plan
• CRVA University
• Employee Assistance Programs
• Employee 1st Culture
• CORE Values
  
  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Our "employee first" culture requires engagement and engagement can't happen without the voices of many talented individuals charting our direction.