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The Contract Coordinator is primarily responsible for overseeing the License Agreement process (contracting) for events held at the Los Angeles Convention Center (LACC). This role includes drafting, reviewing, updating, and administering contracts through collaboration with the LACC Sales Team, LACC Licensees (clients), and internal legal departments. Additionally, this position will handle invoicing & payments and ensure proper reporting and documentation. The position works closely with internal and external teams to ensure the smooth coordination of contracts from creation through finalization.
Job Responsibility:
Manage Sales Contracting Process
Liaise between external entities and LACC team members to obtain contract details
Collaborate with relevant teams (sales, events, finance, city partners) to manage contract incentives
Draft initial license agreements (contracts), ensuring compliance with standard legal and organizational policies
Administer edits to client license agreements based on redline requests or LACC enforcement of policy
Coordinate with legal teams and other departments to resolve any contract or agreement discrepancies
Maintain effective communication with clients to address queries and ensure smooth contract execution
Track and process client license agreements, addendums, and incentive packages, ensuring accuracy and proper approvals
Secure all necessary approvals until contract finalization and ensure accuracy of contract information
Ensure all necessary documentation is complete, including certificates of insurance (COIs) and deposit tracking
Respond to internal and external requests regarding contract details, event space, and associated documents
Book event spaces as needed in event booking systems
Distribute completed documentation
Generate Reports and Document Management
Review and submit Los Angeles Tourism & Convention Board requests for discounting booking requests (License Packet)
Gather and analyze system data to create complex reports tracking sales goals, targets, event bookings, and conflicts
Interpret data and collaborate with internal teams to provide actionable insights
Maintain compliance with record retention policies and disseminate relevant information to necessary parties
Update and maintain internal law library
Regularly review and refine the contract administration processes for efficiency and accuracy
Invoicing, Accounting and Record Keeping
Ensure timely invoicing and payment collection
Perform heavy data entry and track event/account statistics in relevant CRM systems (e.g., Momentus)
Prepare, submit, and file all LACC documentation for discounting approvals including report preparation for the City of Los Angeles
Assist with other administrative tasks as assigned
Perform other duties, special projects and responsibilities as assigned which may or may not be related to job specifications
Requirements:
Proven experience drafting and managing legal contracts with attention to detail
Familiarity with event booking systems, CRM databases, or similar software
Strong verbal and written communication skills with sharp critical thinking skills
High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and ability to learn required business systems
Exceptional organizational and multitasking abilities in a fast-paced environment
Ability to collaborate effectively with various teams and departments
Demonstrated ability to manage multiple tasks and prioritize effectively
A commitment to delivering high-quality customer service and fostering positive relationships
A minimum education level of BA/BS Degree (4-year) bachelor’s degree in business or a closely related field, (related experience may be substituted for required education 1:1 basis)
Minimum 2 years related experience required
Nice to have:
Legal, paralegal or contract administration experience
Knowledge of Momentus Technologies (formerly Ungerboeck Systems Inc)
Experience in the Convention Center, Hospitality or Entertainment Industry
Familiarity with contracts/agreements and the event/hospitality industry