Bids/Collegiate Licensing Coordinator

Varsity Brands•Memphis, TN

5d•Hybrid

About The Position

Varsity Spirit, a Varsity Brands Company, is seeking a Bids and Collegiate Licensing Coordinator to manage all phases of the bid and collegiate licensing processes. This role involves preparing, submitting, and following up on proposals and orders, working closely with sales teams to meet goals and customer needs. The coordinator will also identify bid opportunities, manage existing bids through renewals and price increases, and handle royalty reporting, license renewals, and approvals for collegiate marks. This position is crucial for maintaining Varsity Spirit's status on Approved Vendor Lists and ensuring compliance with collegiate regulations and branding.

Requirements

Demonstrate an ability and willingness to engage other departments and other divisions of Varsity Brands to determine an appropriate course of action when needed.
Demonstrate a desire for team success by keeping an eye open for process improvement.
Be prepared to assist on special projects as needed.
Continued cross training and education within our own department as well as other departments within the company.
Maintain a positive, encouraging attitude at all times.
Excellent verbal and written communication skills.
Time management and organizational skills to independently prioritize and complete multiple tasks/projects concurrently.
Ability to meet deadlines and work with minimal supervision.
Strong attention to detail.
Willingness to learn new skills and adapt to changing circumstances.
Minimum of 3 years’ experience in administrative type role such as experience with contracts, legal, purchasing departments.
Experience with Varsity’s products and internal procedures preferred.
Experience with the following systems/applications preferred: Salesforce.com (CRM), OMS (Order Management System), AS400, JDEdwards, Microsoft Office (Word, Excel, PowerPoint, etc)

Responsibilities

Manage the bid and collegiate licensing processes to ensure all deadlines are met.
Partner with legal, both internal and from Colleges/Universities, to ensure compliance with collegiate policies/branding and state regulations.
Maintain Varsity Spirit’s status on Approved Vendor Lists to prove that we provide quality products along with product sourcing that is compliant with collegiate regulations.
Complete monthly and quarterly reporting to reconcile bid orders and collegiate licensing royalties.
Track Bid submissions to proactively ensure year over year business retention.
Research to determine any loss of business and opportunities to re-bid and reengage.
Manage the bid process for all of Varsity Spirit and Varsity Performing Arts by gathering information and working with the Regional Sales Managers and Sales Representatives to determine the appropriate product offering, appropriate pricing structure, submitting for review and approval, and providing follow-up after submission.
Maintain all bid records and documentation related to the bid contracts.
Monitor and track all pending bid submissions and maintain updates in the company systems.
Oversee all collegiate licensing contracts and annual renewals.
Work directly with universities to ensure compliance in the use of their watermarks and logos.
Work directly with Sales Representative to ensure uniform design are in compliance with collegiate marks.
Submit design mockups and maintain approvals of all collegiate marks.