Contract Administrator - Experiential Marketing
San Manuel Band of Mission Indians, Highland, CA, United States
Contract Administrator - Experiential Marketing
Under the direction of the Director, Experiential Marketing, the Contract Administrator - Experiential Marketing is responsible for overseeing the Entertainment program contracts process, execution and payment for Yaamava' Theater, Palms Pearl, Yaamava' and Palm Pool, Yaamava' Beats Venue, sponsorships and any other enterprise entertainment contract opportunities. They support the needs of the Experiential Marketing department leadership and associates in a variety of ways. This gives the incumbent an exclusive view of the complexities behind many of the organization's business enterprises. This role utilizes cross functional entertainment knowledge and skills to serve Yaamava', Palms, and TGO Valued Services teams. They're responsible for focusing on collaborating, initiating, executing and supporting entertainment contract needs from offer, to contract redlining, payment execution and announcements to appropriate parties. The role also includes providing office management needs such as payroll, DocuSign processing, purchasing, SOP collaboration and process improvement, project management, and document organization. Essential Duties And Responsibilities Oversees the full lifecycle of entertainment contracts for Tribal and off-site events, including Yaamava' Theater, Pool and Beats, Palms Casino Pearl Theater, Pool, and Kaos. Sends contracts to agencies, ensures redlines are completed prior to artist payment, and notifies Theater Operations if signatures are missing by show night. Coordinates with the Legal Department on agency communications and follows up on discrepancies between offer sheets and contracts. Tracks each stage of the contract processfrom confirmation and offer to execution, show announcements, and data entry into Prism. Supports 250+ shows per year. Ensures timely and accurate artist payments across all venues. Confirms valid W-9s for agencies and artists, processes check requests and wire transfers and verifies deposits and balance payments with accounting. Coordinates with Theater Operations to ensure payment readiness and manages DocuSign documentation for payment approvals. Manages administrative and project support for Tribal, Palms, and Yaamava' Theater operations. Provides training for the Experiential Marketing team on contract workflows and systems including Tribal announcements, Internal announcements, legal contract process, DocuSign, Payroll, Lawson, and procurement. Maintains accurate records in Prism, the entertainment booking management system, ensuring all contract and show data is current and complete. Processes departmental payroll, manages time-off entries, and posts staff schedules in accordance with company policies. Schedules departmental and leadership meetings, prepares detailed minutes, and ensures follow-up on action items. Processes contracts and payments for sponsorship teams and consulting partners, ensuring timely execution and compliance with internal procedures. Performs other duties as assigned to support the efficient operation of the department. Education, Experience And Qualifications Bachelor's Degree in Business Administration or related field required. Minimum four (4) years of progressive administrative support experience, including support at the Director level required, preferably within the Entertainment industry. Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above. Knowledge, Skills And Abilities (Ksa) Ability to establish a high level of trust and credibility in the organization. Proven ability to exercise good judgment and discretion, analyzing and resolving confidential, difficult and sensitive situations with grace, diplomacy and tact. Proactive and resourceful. Ability to work autonomously. Polished and professional demeanor in person, online and via phone with exceptional verbal and written communication skills, including strong spelling and grammatical skills. Highly organized with strong strategic prioritization, planning and time management skills including ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround is essential. Strong computer skills with proven mastery of Microsoft Office Suite (including Visio and Publisher), Internet research, and HRIS software required. Strong interpersonal, client focused service skills demonstrated by the ability to partner with all levels of management, employees and external clients is vital. Licenses, Certifications And Registrations At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license. No Driving Responsibilities: Role does not require a driver's license or insurance. Physical Requirements/ Working Conditions Environment Primary work environment is in a climate-controlled office setting. Work requires travel to attend meetings, trade shows, and conferences. Incumbents may be required to work evening, weekend and holiday shifts. Must be able to work in a fast-paced, high-demand environment. Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally. Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions. Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone. Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone. Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility. Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties. Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours. The employee may be exposed to fumes or airborne particles including secondhand smoke. Reasonable accommodation will be made in compliance with all applicable law. As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!
Under the direction of the Director, Experiential Marketing, the Contract Administrator - Experiential Marketing is responsible for overseeing the Entertainment program contracts process, execution and payment for Yaamava' Theater, Palms Pearl, Yaamava' and Palm Pool, Yaamava' Beats Venue, sponsorships and any other enterprise entertainment contract opportunities. They support the needs of the Experiential Marketing department leadership and associates in a variety of ways. This gives the incumbent an exclusive view of the complexities behind many of the organization's business enterprises. This role utilizes cross functional entertainment knowledge and skills to serve Yaamava', Palms, and TGO Valued Services teams. They're responsible for focusing on collaborating, initiating, executing and supporting entertainment contract needs from offer, to contract redlining, payment execution and announcements to appropriate parties. The role also includes providing office management needs such as payroll, DocuSign processing, purchasing, SOP collaboration and process improvement, project management, and document organization. Essential Duties And Responsibilities Oversees the full lifecycle of entertainment contracts for Tribal and off-site events, including Yaamava' Theater, Pool and Beats, Palms Casino Pearl Theater, Pool, and Kaos. Sends contracts to agencies, ensures redlines are completed prior to artist payment, and notifies Theater Operations if signatures are missing by show night. Coordinates with the Legal Department on agency communications and follows up on discrepancies between offer sheets and contracts. Tracks each stage of the contract processfrom confirmation and offer to execution, show announcements, and data entry into Prism. Supports 250+ shows per year. Ensures timely and accurate artist payments across all venues. Confirms valid W-9s for agencies and artists, processes check requests and wire transfers and verifies deposits and balance payments with accounting. Coordinates with Theater Operations to ensure payment readiness and manages DocuSign documentation for payment approvals. Manages administrative and project support for Tribal, Palms, and Yaamava' Theater operations. Provides training for the Experiential Marketing team on contract workflows and systems including Tribal announcements, Internal announcements, legal contract process, DocuSign, Payroll, Lawson, and procurement. Maintains accurate records in Prism, the entertainment booking management system, ensuring all contract and show data is current and complete. Processes departmental payroll, manages time-off entries, and posts staff schedules in accordance with company policies. Schedules departmental and leadership meetings, prepares detailed minutes, and ensures follow-up on action items. Processes contracts and payments for sponsorship teams and consulting partners, ensuring timely execution and compliance with internal procedures. Performs other duties as assigned to support the efficient operation of the department. Education, Experience And Qualifications Bachelor's Degree in Business Administration or related field required. Minimum four (4) years of progressive administrative support experience, including support at the Director level required, preferably within the Entertainment industry. Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above. Knowledge, Skills And Abilities (Ksa) Ability to establish a high level of trust and credibility in the organization. Proven ability to exercise good judgment and discretion, analyzing and resolving confidential, difficult and sensitive situations with grace, diplomacy and tact. Proactive and resourceful. Ability to work autonomously. Polished and professional demeanor in person, online and via phone with exceptional verbal and written communication skills, including strong spelling and grammatical skills. Highly organized with strong strategic prioritization, planning and time management skills including ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround is essential. Strong computer skills with proven mastery of Microsoft Office Suite (including Visio and Publisher), Internet research, and HRIS software required. Strong interpersonal, client focused service skills demonstrated by the ability to partner with all levels of management, employees and external clients is vital. Licenses, Certifications And Registrations At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license. No Driving Responsibilities: Role does not require a driver's license or insurance. Physical Requirements/ Working Conditions Environment Primary work environment is in a climate-controlled office setting. Work requires travel to attend meetings, trade shows, and conferences. Incumbents may be required to work evening, weekend and holiday shifts. Must be able to work in a fast-paced, high-demand environment. Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally. Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions. Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone. Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone. Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility. Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties. Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours. The employee may be exposed to fumes or airborne particles including secondhand smoke. Reasonable accommodation will be made in compliance with all applicable law. As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!