Contracting Coordinator

Road Scholar•Boston, MA

2d•Remote

About The Position

The Contracting Coordinator is an entry-level position on Road Scholar’s fast-paced Contracting team. Reporting to the Senior Manager, Contract Administration, this role provides administrative support for contract management in connection with Road Scholar programs and maintains the flow of contract documents according to established procedures. The coordinator works with internal and external team members on decisions affecting programs, keeping participants’ best interests and Road Scholar’s expectations in mind. The position supports contracting processes, coordinates initial space requests and confirmations with vendors, prepares and files contract documents, and communicates with Road Scholar’s global partners and vendors. It also collaborates with internal teams and supports the TRM department as needed. This is a remote, non-exempt hourly position paying $22.60–$25.00 per hour, based on experience.

Requirements

1–2 years of administrative or relevant work experience.
Ability to manage multiple projects independently and pivot according to priorities.
Strong analytical skills and high attention to detail.
Experience using Microsoft Office, specifically Excel, Word, and Outlook, as well as other technical applications.
Ability to work collaboratively in a multifunctional and global team environment.
Excellent verbal and written communication skills.
Strong interpersonal and problem-solving abilities.
Self-starter who is resourceful and able to take initiative.

Nice To Haves

Bachelor’s degree or equivalent experience.
Interest in contributing to a global organization that creates lifelong travel and learning experiences.

Responsibilities

Provide administrative support to the Contracting Team and assist with contracting-related tasks.
Work with contract documentation, including flowcharts and contracting templates.
Request and confirm initial space with vendors according to Road Scholar’s capacity plan and program loading calendar.
Create rate-comparison cover sheets and contract drafts as needed.
Gather signatures on documents.
Create contracting folders for necessary regions and file documentation according to standard operating procedures.
Communicate with global partners and vendors by phone, Zoom, and email to confirm space and collect initial rates.
Follow up with vendors, manage deadlines, and escalate significant decisions, actions, or situations internally.
Prepare vendor communications for internal team members according to standard operating procedures.
Collaborate with internal team members to ensure they have necessary contracting documentation and support the TRM department as needed.
Attend Contracting and other team meetings as required and work with Road Scholar team members to support contracting goals.
Perform other duties as assigned.