POSITION TITLE: Contract Administrator
DEPARTMENT: Accounting
REPORTS TO: Manager, Contract Administration
POSITION LOCATION: Indianapolis, IN
FLSA STATUS: Exempt
WORKER CATEGORY: Full-Time
COMPANY SUMMARY:
Penske Entertainment is a leading provider of world-class sports and entertainment. The organization consists of three prominent entities:
- Indianapolis Motor Speedway is the world’s largest spectator sporting facility and annually hosts the world’s most prestigious auto race: the Indianapolis 500 presented by Gainbridge.
- INDYCAR is the Indianapolis-based governing body for North America's premier open-wheel auto racing series, the NTT INDYCAR SERIES, and its developmental series, INDY NXT by Firestone.
- IMS Productions is a multifaceted broadcast and multimedia division that helps bring INDYCAR and IMS events to life for global audiences.
The Penske Entertainment experience is fast-paced, diverse and impactful. Through its business units, the organization reaches audiences on an international scale, focused on delivering exceptional products from start to finish. Employees of Penske Entertainment are challenged daily in a demanding, yet rewarding environment that is best suited for dedicated professionals who want to reach their ultimate potential amid the excitement, tradition, and pageantry of the World’s Greatest Race Course and our premier open-wheel racing series.
POSITION SUMMARY:
The role of Contract Administrator is to provide exceptional support for both the Penske Entertainment Legal and Accounting departments. This position is responsible for contract management, which includes invoicing for hospitality and other ancillary agreements. Additionally, the Contract Administrator will ensure Licensing royalties are properly processed and recorded. Qualified candidates must be detail-oriented and demonstrate strong organizational skills. High integrity and effective communication are an absolute must.
SPECIFIC DUTIES:
- Responsible for the maintenance, confidentiality and security of all suite, hospitality, display/vending, motor homes, special events, award, accessory rooms, and any other standardized, form-related agreements as approved annually by our corporate legal staff.
- Serve as liaison between our corporate counsel and staff to see that required modifications (side letters) to the above agreements are prepared and reviewed in a timely and accurate manner.
- Coordinate with the Licensing Staff to be certain all quarterly royalties are processed, recorded and reported within the CRM System. Provide Licensing with reports as requested.
- Prepare all customer invoices relating to these agreements.
- Prepare and mail all annual ancillary agreements that are required in multi-year sponsorship agreements.
- Prepare contract summaries for these agreements to communicate contractual elements to other departments on a "need to know" basis.
- Coordinate with other members of Accounting Department to confirm accurate posting of revenues and inter-company distributions.
- Provide CRM analysis and sales reports to Officers and Directors as requested.
- Assist with the review of monthly accounts receivable statements and other collection reports to facilitate the timely collection of all outstanding CRM invoices.
- Organize and file all documents secured within the Contract Administration Department.
- Back up processing for co-Administrator.
- Other duties as assigned by supervisor.
QUALIFICATIONS:
Supervisory Responsibilities
- This position does not have supervisory responsibilities.
Education
- Bachelor's degree in Business, Business Law or related field, or equivalent preferred.
Skills/Experience
- One to three years experience.
- Attention to detail.
- High integrity and confidentiality.
- Proficiency in word processing, excel and data management software.
- Innovative thinker and self-starter with perseverance to lead teams to success.
- Ability to interrelate effectively with staff to promote high standards and professional, business-like conduct at all times.
- Effective communication, people and organizational skills.
- Commitment to working with people from diverse backgrounds and commitment to cultural competency.
- Ability to uphold and consistently demonstrate the Penske Entertainment Standards.
Travel/Work Hours/Flexibility
- General office hours are Monday – Friday, 8:30am – 5:00pm
- Longer hours and weekends required for the Month of May and other major racing events.
- Work requirements typically fall within normal business hours with little to no requirements for travel. Weekend or evening hours are not typical but may be required for peak seasonal needs.
- Penske Entertainment acknowledges that the need for flexibility varies across all companies/departments and is not best addressed by a one size fits all flexible work policy. As such, the company encourages supervisors to work with their employees to leverage flexibility as needed to support a healthy balance.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Physical demands are light, consisting primarily of sitting, standing and walking.
- Must be able to see and hear in the normal range with or without correction and communicate verbally and in written form with great facility and must be able to be understood.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Work is performed in an office environment.
- Employee will be exposed to those conditions normally encountered in a business office environment.
- Employee must meet with others on a regular basis.
COMPANY BENEFITS:
Full-time employees enjoy a very competitive benefit package. Benefits include: Medical (including tax-advantaged Health Savings Account), Dental, Vision, 401(k) with 100% company match up to 5%, Paid Vacation, Personal & Sick Days, 12 Paid Holidays, Company Paid Life Insurance, Pet Insurance, Tuition Assistance, Short-Term & Long-Term Disability, Generous Paid Parental Leave, On-site Workout Facility, and more.
EQUAL OPPORTUNITY EMPLOYER:
Penske Entertainment provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. The Company complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities and/or events.
