Contracts and Payments Administrator

Summary

Join our rapidly growing company as a Contracts & Payments Administrator! This 100% remote, part-time contract role (with potential for full-time conversion) offers flexibility and the chance to contribute to cutting-edge music and visual experiences. You will manage contractual agreements, payment processes, and client support, collaborating with cross-functional teams. The ideal candidate possesses strong administrative, financial, and communication skills, along with experience in contract management and payments administration. We offer a supportive work culture, flexible hours, and free Udemy training courses.

Requirements

• Bachelor’s degree in Business Administration, Finance, Accounting, or a related field; or equivalent work experience
• Minimum of 3 years in an administrative support role, ideally in a fast-paced environment
• Prior experience (2-4 years) in contracts management, payments administration, finance, or a related domain
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace (Docs, Sheets, etc.)
• Familiarity with contract management software, ERP systems, or relational databases such as Airtable
• Solid understanding of financial principles, budgeting, and payment processes
• Strong attention to detail, accuracy, and organizational skills
• Ability to handle multiple priorities and deadlines with professionalism
• Excellent written and verbal communication skills
• Proven ability to manage client relationships and inquiries effectively
• Team player with a positive, proactive attitude and a willingness to collaborate across departments
• English fluency

Responsibilities

• Draft, review, and edit standard contracts, service agreements, and amendments in collaboration with internal stakeholders
• Ensure all contracts meet legal, regulatory, and company policy requirements
• Maintain a centralized repository, tracking key terms, milestones, and renewal dates
• Coordinate with other teams to mitigate risk and ensure proper liability coverage
• Oversee invoice and payment processes, ensuring timely and accurate disbursements
• Track payment schedules and provide regular status reports on outstanding payments and cash flow impact
• Reconcile discrepancies and manage vendor inquiries alongside the Accounts Payable/Receivable teams
• Manage venue payment planning for an annual turnover exceeding $10 million, coordinating with the Finance department to ensure all payments are processed accurately and documented
• Provide administrative support to the Venue Engagement team, focusing on managing client-related tasks
• Maintain and update client contact lists to ensure accurate and organized data
• Coordinate client contract renewals, ensuring deadlines are met and documents are processed promptly
• Collaborate with the department administrator to resolve client inquiries efficiently
• Maintain an organized filing system and ensure proper storage of digital documents
• Proactively identify and resolve operational challenges, implementing preventative measures for smooth business operations
• Participate in developing scalable systems and workflows to improve accuracy, efficiency, and team collaboration
• Leverage contract management software, ERP systems, and/or relational databases (e.g., Airtable) to streamline processes and reporting
• Ensure adherence to internal controls, compliance policies, and regulatory requirements for contracts and payments
• Identify and escalate potential risks or discrepancies in contractual or financial records
• Maintain accurate documentation for internal and external audits
• Collaborate with Finance, Venue Engagement, and Project Management teams to align payment schedules with project timelines
• Serve as the primary point of contact for vendors, clients, and internal teams regarding contract queries and payment statuses
• Provide training or guidance to team members on contract processes and payment procedures as needed

Benefits

• 100% remote
• 100% flexitime
• Supportive work culture, with team in 10 countries
• Free Udemy training courses to support your personal growth