The Coordinator, Contracts Administration will support the Contracts Compliance team with various administrative functions including, but not limited to, the following:
- Process and administer invoices and payments for regulatory agencies, vendors and brokers, ensuring timely and accurate processing to the Department of ABC and County of Los Angeles;
- Provide a weekly update of upcoming expirations in our Contract Management System (“CMS”);
- Assist as needed with agreement abstracting and updating of ongoing reports used by the Legal and Business Affairs group (e.g., termination clauses for Leases) as well as providing, as requested, comparison and/or redlined documents for review;
- Discover cost savings possibilities within existing and newly executed contracts;
- Locate agreements that require tracking for various action items (options, payments, expirations, etc.);
- Create cover letters and prepare legal correspondence and termination notices as supervised by the Associate Manager, Contracts Compliance;
- Manage the centralized email account for all legal and business affairs research requests, trademark filings, and fully signed agreements.
- Support for special projects as designated (e.g., create documentation memorializing process changes due to Comcast auditing; assist with basic legal research), creating pitch decks by preparing PowerPoint presentations for legal training seminars, leadership functions, etc.; provide monthly updates of CityWalk Tenant activity to the parent company and tracking annual savings from CityWalk license payments.
- Oversee the creation of CityWalk Notices of Non-responsibility for on-site construction.
- Assist with expanding the tracking elements for contract obligations (including document retention triggers per corporate policy), discovering additional alert dates, payment terms and contact information.
- Support to ensure on-site business unit compliance with theme park and CityWalk owned and operated licenses and permits issued by the Department of Weights and Measures, Treasurer and Tax Collector, the Department of Alcoholic Beverage Controls, and other.
- Records Management: File legal documents (hardcopy and electronic), prepare documents for storage, create hardcopy files, update the Master File List, and maintain proper recordkeeping for all work.