Administrator, Entertainment Contracts & Licensing – Project Hire

Universal Orlando•Orlando, FL

About The Position

Drafts, reviews, edits and tracks approvals of contracts and related documents for Entertainment operating venues, special events, marquee events and special projects to ensure accuracy and in accordance with the Contracts Policies and Procedures. Tracks receipt of all insurance certificates, invoices, releases and contract certificates. Processes all contract related payments in accordance with contractual schedules. Supports the licensor approval process from request through final approvals by creating, routing and tracking approvals of documentation and communicating with key stakeholders and intellectual property holders. Researches, routes and tracks additional legal, music and marketing requests.

Requirements

High school degree or GED required.
3+ years’ experience in the professional entertainment or theme park industry required.
Or equivalent combination of education and experience.

Nice To Haves

Associate’s degree (AA) is preferred.
Bachelor’s degree from a four year college or university in related field preferred.
1+ years’ experience in marketing, contracts administration or the hospitality and/or event planning fields preferred.

Responsibilities

Draft, review, and edit all Entertainment contracts, including Work Authorizations, Purchase Agreements, Change Orders and Close Out Change Orders, by creating and modifying electronic versions of contracts in accordance with established policies and under the direction of the Entertainment Contracts and Licensing Leadership team. Ensures all contracts are comprised of all addenda items, change orders, description of works, milestone schedules, payment schedules, close-out documentation and other contract related documents. Route contract documents for internal and external review, approval and execution. Draft and edit scopes of work for inclusion in Requests for Proposal (RFP) packages and attend scheduled bid meetings.
Compose and submit detailed approval requests for all Entertainment special events, marquee events, special projects and operational offerings featuring intellectual properties (IP) to internal stakeholders and intellectual property owners for review and approval. Verify existing intellectual property approvals and collaborate with internal partners to determine submission type. Compile submission information and creative intent documentation into a Brand Standards approved format to route to licensor through internal and/or external partners using applicable workflow. Communicate licensor approval, denial, or feedback to requesting parties and if needed, modify submission in order to obtain a favorable approval response from the licensor. Research and route additional legal, music or marketing requests, as assigned.
Creation and archive Entertainment contract documentation in appropriate documentation systems. Contract documentation includes but is not limited to, non-disclosure agreements, Certificates of Insurance, proposals, all contract versioning, contracts and invoice tracker, invoices, lien waivers and Certificates of Destruction and/or Authorship. Obtain verification of vendors’ insurance coverage and obtaining Certificates of Insurance satisfactory to Universal Orlando. Issue Contract Status Reports on a regular basis. Create and archive Entertainment licensing and Intellectual Property documentation, including but not limited to, music requests and search results, trademark clearances, logo approvals, IP submission decks and IP submission feedback and approvals. Attend regular meetings, as scheduled.
Process contract related payments in SNAP and in accordance with contracted payment schedules by collaborating with the contract requestor to ensure all contracted deliverables have been received and all milestones have been completed. Submit Purchase Orders in Purchase Manager for Capital Project contracts in accordance with the Capital Finance departments’ policies. Research and provide payment status updates to Management on a regular basis.
Understands and actively participates in Environmental, Health & Safety responsibilities by following established UO policy, procedures, training and team member involvement activities.
Performs other duties as assigned.