Contracts Administrator

Title: Contract Administrator

Reports to: Director of Conference Center Services

Compensation: Salaried, based on experience and skills. A college degree is preferred but not required. Customer hospitality is an important aspect of this role. Opportunity for management growth based on performance and experience. After 60 days, Camp Allen offers a medical benefits plan through Blue Cross Blue Shield. After one year, a matching pension plan will be available.

Role Overview:

The Contract Administrator is responsible for managing the contract lifecycle at Camp Allen, ensuring accurate contract creation, filing, and communication with guests. This position also includes administrative duties such as handling guest communications, maintaining records, and auditing systems to ensure accuracy. The Contract Administrator will work closely with the sales department, business office, guests, and staff to ensure smooth operations and customer satisfaction.

Key Responsibilities:

• Contract Management: Create contracts from reservation bookings and maintain accurate records of contracts sent and received.
• Deposit Management: Send deposit invoices to clients, manage incoming deposit payments, and coordinate closely with the sales department and business office to ensure proper handling of deposits and payments.
• Guest Communication: Contact guests regarding contract details, contract addendums, and assist with incoming sales calls.
• Administrative Duties: Maintain and audit Camp Allen’s CRM, review insurance policies, exemptions, 501(c)(3) forms, and release forms.
• Weekly & Monthly Reporting: Prepare and manage monthly event folders, including updated signage, billing, and other related documents.
• Final Invoice & Billing Review: Ensure final invoices accurately reflect contract charges, actual event charges, and business office records.
• System Administration: Serve as a co-administrator of the booking software, ensuring smooth operation and data accuracy.
• Email Correspondence: Handle numerous email communications with guests and the team daily.

Required Skills:

• Strong organizational skills and attention to detail.
• Effective time management and multitasking abilities.
• Basic math skills.
• Proficiency with computers and software, including Windows 10, Excel, Word, Google Suite, EventPro, and DocuSign.
• Ability to provide exceptional Christian hospitality.

Additional Responsibilities:

• Manager on Duty (MOD) Shifts: Work 4 weeknight shifts and 4 weekend shifts per month. If a weekend shift is worked, Camp Allen provides 8 hours of "comp" time per day, to be used within 2 weeks.
• Flexibility: Willingness to perform additional tasks as needed to support the organization.

This job description is not an exclusive or complete list of all job functions. The Contract Administrator may be asked to perform additional duties and responsibilities as required to meet the needs of the organization.