Contracts Administrator

Setup and Location: WFH

Work Schedule: 09:00 AM to 06:00 PM US EST (10:00 AM - 07:00 PM PH Time)

Employment Type: Full-time

Ready to do work that actually excites you?

The Contracts Administrator performs administrative tasks on behalf of the Rental Rep and under the direction and guidance of the Rental Admin Manager.

What You'll Do

• Follows processes and procedures outlined in Contracts Administrator flowcharts.
• Reviews incoming requests from Project Managers and Rental Reps.
• Ensures timely and accurate execution for Contracts and Certificates of Insurance.
• Builds reports according to Department schedule to ensure all necessary shows have proper documentation prior to shipping.
• Works with customer setup to create and update customers.
• Provides client-facing Manifest and Health & Safety paperwork as requested.

Follows processes and procedures outlined in Contracts Administrator flowcharts:

• Ensuring use of current Flowchart by accessing the Contracts Administrator Flowcharts folder in SharePoint.
• Following processes as detailed on Flowcharts without exception.
• Confirming with your supervisor on items which need more clarification and discussing if you do not agree and/or feel changes may be needed.
• Notifying supervisor of any suggested changes.

Reviews incoming requests from Project Managers and Rental Reps:

• Reviewing each request and forwarding those to your supervisor if you are not comfortable assuming full responsibility for the request.
• Declining requests for items which are not relevant to your department.
• Confirming receipt of requests and collecting any missing details before proceeding.

Ensures timely and accurate execution for Contracts and Certificates of Insurance:

• Working with the Purchasing Department and Cross Rentals Department to gather necessary replacement value information and corresponding documents.
• Working with the CL Insurance Broker to receive a Certificate of Insurance.
• Uploading finalized copy of CL COI to SharePoint and Clients COI's to Nexus.
• Working with Reps to receive the Clients COI before ship date and confirming all CL requirements were met.
• Creating and issuing contracts including payment schedules.
• Forwarding the contracts to customers for signature as needed.
• Uploading executed contract to Nexus and SharePoint.
• Ensures timely Nexus Order closures.

Builds reports according to Department schedule to ensure all necessary shows have proper documentation prior to shipping:

• Pulls necessary Contracts and COI information to build reports according to Department schedule (Monday and Thursday) to ensure all necessary shows have proper documentation prior to shipping.
• Identifying which shows are over the replacement value threshold or outdoor to prompt the COI request and Contract creation.

Works with customer setup to create and update customers:

• Gathering all relevant information from the Rental Rep or Client directly to create a new customer in Nexus or update the customer's information as needed.
• Working with the Accounting Department for proper setup of that new customer and any updates needed for an existing customer.
• Updating customer name on the relevant show files in Nexus once the customer is setup.

Provides client-facing Manifest and Health & Safety paperwork as requested:

• Creating and issuing the required health and safety documents for Europe Tours as requested.
• Gathering all relevant information from Nexus for the H&S plan.
• Gathering the Lighting Plot, Rigging Plot, and Power Layout system from PM if available or as needed.
• Creating a show file folder on SharePoint and uploading all of the final H&S docs into the folder.
• Creating a link in SharePoint of the H&S compliance show file folder and forwarding the link to the appropriate parties as needed.
• Pull all the Motor Certs from Nexus.
• Gather all relevant information from Nexus and fill out the required Italy and France paperwork for the H&S as needed for Full-time CL Labor Techs.
• Fill out electronically the France Sipsi Declaration under the CL Sipsi account and the A-1 paperwork for all the CL Full-Time Tech Employees only, as needed.

What You Bring

We're looking for someone who:

Personal Attributes:

• Self-motivated, ability to set and meet goals.
• Communication, with a passion for collaboration over confrontation.
• Quality conscious, and team results driven.
• Excel at multitasking and adapting, with strong organizational skills.

Professional Attributes:

• Computer skills - MS Office, Excel, Word, OneNote, OneDrive, SharePoint, Teams.
• Strong organizational and decision-making skills, with a proactive approach to planning.
• Ability to review and analyze data, and extrapolate key information.
• Creative problem solving skills.
• Reliable customer service and strong communication skills.

Why You'll Love Working Here

HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents)

Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary)

Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more

Let's Talk

If you're thinking, "this sounds like me," it probably is. Click apply. We can't wait to meet you.