Jobs & Internships Title:
Contracts & Settlement Specialist

Post Date
2/26/2020

Expiration Date
5/26/2020

Details:
Responsible for performing detailed contract administration and financial account settlements for each assigned show or venue rental. This role calls for someone who is extremely organized and excellent at tracking and follow-up on detailed logistics activities and expenditures. The person in this role must be technically proficient and adept in a “bookkeeping” role, “settling” expenses and revenue at the end of each show’s run with clients, co-promotional partners, or touring artist management. Other duties include including creating/tracking regular reports and performing logistics planning and execution with a very high level of customer service.
The Contracts & Settlement Specialist will work a “flex” schedule. Work schedule will be developed monthly based on event schedule requirements. A typical 40-hour week will require some workdays that extend through an anticipated show settlement on event nights requiring settlement processing with artist management, co-promotional partner, or client. Weekends and evening work are required to support client or internal events and event settlements.

Qualifications:
• An interest in the performing arts and event management required.
• Must be intuitive and anticipate needs, then take action to ensure a successful event.
• Able to use sound judgement to take the appropriate action where needed.
• Creative self-starter who can successfully manage multiple projects and respect multiple deadlines while changing priorities on a tight schedule.
• Highly organized, motivated, and resourceful individual.
• Demonstrated strong organization skills and attention to financial and contract details.
• Effective written and verbal communication skills utilizing appropriate grammar and Straz Center style.
• Ability to work productively in teams and to interact professionally with a diverse group of clients and staff.
• Ability to work with tact and diplomacy – must be able to meet with event management staff in a professional manner and discuss any account discrepancies.
• Ability to maintain a high level of confidentiality.
• Proficient (intermediate+ level) in Microsoft Office applications including Outlook, Excel, Word, PowerPoint, Publisher, OneDrive, SharePoint etc.
• Sound financial math skills related to settlement of an event.
• Aptitude for learning new software – Tessitura, Tessitura Analytics and RMA proficiency must be attained within 6 months.
• Highly dependable and reliable work habits.
• Availability to work nights and weekends on a regular basis.

Comments:
Contract Administration
• Responsible for all the “paperwork” and logistics related to an event from beginning to end. Includes but is not limited to: Event preparation, communication, execution, and final settlement. Provides support for the Programmer throughout the execution of the event.
• Compares the contracts provided and identifies any inconsistencies or inaccuracies in the contract as compared to the Deal Memos. Redlines any items that do not tie-back to match agreements made in the Deal Memos.
• “Drives” and is responsible for going back to the event Programmer if there are any inconsistencies.
• Creates and maintains an electronic and paper “Event File” for each event in an accurate and timely manner.
• Ensures that all event files are up to date with new or revised contracts and insurance agreements.
• Tracks and reports contract status for all activity.
• Collects individual departmental costs, event labor, and other related expenses for contract settlement.
• Adheres to all financial rules, guidelines, and Straz Center standard operating procedures.
• Serves as the primary liaison with the Finance Department for settlement coordination for each assigned event.
• Tracks authorizations and correspondence.
• Serves as a liaison between Straz Center departments to ensure complete contractual fulfillment.
• Tracks and performs event logistics from the date the Deal Memo is created until final settlement of the event.
• Collects all insurance certificates and Taxpayer Identification Number and Certification from artists as required for assigned shows.
• Work will regularly include nights and weekends (on average, 2-3 nights per week). Manages flex schedule accordingly with partnership from VP and Director to ensure no overtime is incurred.
Event Settlements
• Records final sales activity on specific targeted show tracking via Tessitura system reporting.
• Reviews and ensures accuracy of event settlement financials including supporting documentation in advance of the end of each event.
• Assists with contract administration as it applies to artist/event deposits and final payments.
• Processes check and/or wire transfer requests for advance payments and final settlement as defined in the contract.
• On the night of settlement, reviews all accounting with the client, co-promotional partners, or touring artist management. Answers any questions, and reconciles any discrepancies or inconsistencies using sound judgement. Contacts the VP or Director of Programming for partnership on any discrepancies/inconsistencies over $100.
• Updates the Settlement Reconciliation “Flash Report” daily and post-settlement.
• Texts the department’s VP, Director, and other show related supervisors on the night of each event’s settlement with a recap.
• Updates the budget comparison document in coordination with each settlement.
• Performs regular event analytics for revenue and expense tracking through an event sales lifecycle.
Administrative
• Performs general administrative tasks in support of the Director of Programming and/or Programming Managers and as assigned.
• Attends weekly Programming department meetings and reports on weekly tracking activities for all assigned events.
• Attends monthly Programming/Marketing department meetings and reports on remarkable activity associated with all assigned events.

Employer:
The David A. Straz, Jr. Center for the Performing Arts, Inc.
Contact:
Piazza, Jeanne

Email:
Jeanne.Piazza@strazcenter.org

Website:
www.strazcenter.org