Contracting Coordinator

Road Scholar•Boston, MA

3d•$23 - $25•Remote

About The Position

The Contracting Coordinator is an entry-level position on Road Scholar’s Contracting team. The role provides administrative support to the contract management team for 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 administration, including initial vendor space requests and confirmations, rate-comparison and contract-draft cover sheets, signature collection, folder creation, and filing. It also communicates with global vendors and partners to confirm space and collect initial rates, follows up on communications and deadlines, and escalates significant matters internally. The coordinator collaborates with internal teams, attends meetings as required, and provides support for overall contracting goals and other duties as assigned. Road Scholar offers a remote work environment. This is a non-exempt, hourly role paying $22.60–$25.00 per hour, based on experience.

Requirements

1–2 years of administrative or relevant work experience.
Experience managing multiple projects independently and ability to pivot based on priorities.
Strong analytical skills and high attention to detail.
Experience using Microsoft Office, specifically Excel, Word, and Outlook, and other technical applications.
Ability to collaborate in a multifunctional and global team environment.
Excellent verbal and written communication skills, with strong interpersonal and problem-solving abilities.
Self-starter who is resourceful and able to take initiative.
Interest in contributing to a global organization that creates lifelong travel and learning experiences.

Nice To Haves

Bachelor’s degree or equivalent experience.

Responsibilities

Support the Contracting Team with administrative tasks related to contracting.
Work with documentation, including flowcharts and contracting templates.
Request and confirm initial space from vendors according to Road Scholar’s capacity plan and program loading calendar.
Create cover sheets for rate comparisons and contract drafts as needed.
Gather signatures on documents.
Create appropriate contracting folders for necessary regions.
File contracting 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 other Road Scholar team members to support contracting goals.
Perform other duties as assigned.