Contract Administrator

Rotary Club of Monroe, Louisiana•Evanston, IL

19d•$86,400 - $96,000•Hybrid

About The Position

This position is responsible for overseeing the development and negotiation of requests for proposal and contract drafting, revision, and administration for the Meetings & Events team, and the broader Programs and Engagement team. You will have the opportunity to coordinate procurement processes, manage risk, and provide negotiation and legal expertise to the team to support the delivery of international and domestic events. Your contribution will serve to manage risk associated with international events and steward organizational resources.

Requirements

Bachelor's degree in business, Hotel Management, Organizational Behavior, or related field
Post Graduate Law degree (J.D.)
3-5 years' experience in contract law, hospitality law, or related law experience
Proficiency in Microsoft Office Suite, Adobe Acrobat, NetForum or other CRM
Experience negotiating venue and supplier contracts, preferably in an international environment, with knowledge of contractual business terms, including indemnification, insurance requirements, limitations of liability, force majeure, cancellation and dispute resolution
Experience in accounting and/ or budgeting
Experience with preparation of spreadsheet analyses, including accurate and consistent data entry
Comprehensive understanding of organizational procurement policies and procedures
Experience with large multiple facility international meetings
Experience in reading, analyzing, and interpreting legal documents, financial reports, and technical documents to provide appropriate recommendations on request
Intercultural communication skills and multi-cultural sensitivity
Ability to work well independently as well as in a team environment

Nice To Haves

Certified Professional Contract Manager (CPCM) is also preferred

Responsibilities

Drafts, routes, negotiates, revises, tracks, and executes supplier agreements for meeting services, hotels, venues, and other suppliers (like stage production, talent (speakers/entertainment), transportation, logistical services) as assigned. Supports the tracking and coordination of all payments related to executed contracts.
Creates and maintains relationships with suppliers and serves as the singular point of contact for legal matters concerning contracts.
Supports compilation of requests for proposal that evolve into contracts.
Liaises with internal reviewers (General Counsel, risk management, finance, information technology, and procurement) and revises or drafts contracts with suggested changes for review by principal negotiators.
Monitors, updates, and communicates changes to procurement policy and routing procedures as needed for all contracts and/or requests for proposal to all principal negotiators within 2 weeks of the policy and procedure change.
Explains terms and conditions to principal negotiators; ensures that staff members understand and comply with company contracts.
Supports negotiations of claims, manages contractual changes, and resolves disputes or conflict resolution with Contractors.
Maintains files on all completed supplier contracts including verification of certificate of insurance for each supplying company. Reviews all contracts for feedback for Host Organizing Committees (HOCs) when required
Consults and manages music copyright issues, acts as liaison with entities such as BMI, ASCAP, and international music societies.
Collaborates in the development of tax implication recommendations to senior staff and Rotary’s senior leadership for International Conventions
Ensures all deadlines and conditions described on contracts are met (e.g., performance, milestones, renewals/terminations, and payments)
Prepares monthly reports on area activities and assists in the preparation of reports for the RI Board when required.
Aids in development of supplier and contract management policies, department office manuals, Council on Legislation, International Convention and International Assembly manuals.
Aids in preparation of site visit reports, Committee Advance Memoranda, Minutes and Rotary International Board Items as required.
Implements Rotary International Board and The Rotary Foundation Trustees actions as related to responsibilities.
In conjunction with Sr Meetings Budget Specialist, provides training and guidance on procurement policies (RFP development through reconciliation) to all principal negotiators.
Assists in the selection and planning of Signature Events for International Conventions.
Assists at International Assembly and International Convention with Contract Compliance, Safety, Security, and Medical Support as requested.
Travels domestically and internationally up to 20% of the time.
Participates in enterprise projects as required.
Assists Meetings and Events Director and Manager, Finance, Sponsorship and Sales with other projects as requested.