Sales & Marketing Contract Coodinator (LACC-FT)

POSITION: Sales & Marketing Contract Coordinator
DEPARTMENT: Sales & Marketing
REPORTS TO: Vice President of Sales & Marketing
FLSA STATUS: Non-Exempt
Base Salary Range: $30.00-35.00/hourly

LEGENDS GLOBAL brings a 360-degree, data-driven approach across Global Partnerships, Hospitality, Merchandise, and Attractions, working with top-tier clients to deliver exceptional experiences. The world leader in venue management and live event production, oversees 450+ iconic venues stadiums, arenas, conventions centers and theaters. Our organization is committed to building an inclusive, innovative environment where differences drive solutions that benefit our team members, guests, and partners. Guided by our values of respect, integrity, and accountability, we create a workplace where everyone can succeed. Are you ready to be part of the team that is transforming live entertainment? Join us to make legends happen!

Los Angeles Convention Center located in the heart of vibrant downtown LA, the Los Angeles Convention Center is a leading venue for conventions, trade shows and exhibitions. The center is committed to delivering excellent service and exceeding expectations for clients and guests at every event.

SUMMARY

The Contract Coordinator is primarily responsible for overseeing the License Agreement process (contracting) for events held at the Los Angeles Convention Center (LACC). This role includes drafting, reviewing, updating, and administering contracts through collaboration with the LACC Sales Team, LACC Licensees (clients), and internal legal departments. Additionally, this position will handle invoicing & payments and ensure proper reporting and documentation. The position works closely with internal and external teams to ensure the smooth coordination of contracts from creation through finalization.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Manage Sales Contracting Process 

• Liaise between external entities and LACC team members to obtain contract details.
• Collaborate with relevant teams (sales, events, finance, city partners) to manage contract incentives, ensuring alignment with client needs and event logistics.
• Draft initial license agreements (contracts), ensuring compliance with standard legal and organizational policies. 
• Administer edits to client license agreements based on redline requests or LACC enforcement of policy, occasionally liaising with LACC corporate legal counsel. 
• Coordinate with legal teams and other departments to resolve any contract or agreement discrepancies.
• Maintain effective communication with clients to address queries and ensure smooth contract execution. 
• Track and process client license agreements, addendums, and incentive packages, ensuring accuracy and proper approvals. Secure all necessary approvals until contract finalization and ensure accuracy of contract information. Ensure all necessary documentation is complete, including certificates of insurance (COIs) and deposit tracking.
• Respond to internal and external requests regarding contract details, event space, and associated documents (e.g., letters of confirmation, COIs). 
• Book event spaces as needed in event booking systems.
• Distribute completed documentation.

Generate Reports and Document Management

• Review and submit Los Angeles Tourism & Convention Board requests for discounting booking requests (License Packet)
• Gather and analyze system data to create complex reports tracking sales goals, targets, event bookings, and conflicts. 
• Interpret data and collaborate with internal teams to provide actionable insights.
• Maintain compliance with record retention policies and disseminate relevant information to necessary parties.
• Update and maintain internal law library. 
• Regularly review and refine the contract administration processes for efficiency and accuracy.

Invoicing, Accounting and Record Keeping

• Ensure timely invoicing and payment collection.
• Perform heavy data entry and track event/account statistics in relevant CRM systems (e.g., Momentus)
• Prepare, submit, and file all LACC documentation for discounting approvals including report preparation for the City of Los Angeles.

Additional Duties 

• Assist with other administrative tasks as assigned. 
• Perform other duties, special projects and responsibilities as assigned which may or may not be related to job specifications.

QUALIFICATIONS
1.    Proven experience drafting and managing legal contracts with attention to detail. Critical thinking skills are essential.
2.    Familiarity with event booking systems, CRM databases, or similar software. 
3.    Strong verbal and written communication skills with sharp critical thinking skills.
4.    High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and ability to learn required business systems. 
5.    Exceptional organizational and multitasking abilities in a fast-paced environment
6.    Ability to collaborate effectively with various teams and departments.
7.    Demonstrated ability to manage multiple tasks and prioritize effectively.
8.    A commitment to delivering high-quality customer service and fostering positive relationships.

EDUCATION AND/OR EXPERIENCE

• A minimum education level of BA/BS Degree (4-year) bachelor’s degree in business or a closely related field, (related experience may be substituted for required education 1:1 basis). 
• Minimum 2 years related experience required; Familiarity with contracts/agreements and the event/hospitality industry preferred.

SKILLS AND ABILITIES

OTHER QUALIFICATIONS

• Legal, paralegal or contract administration experience is a plus. 
• Knowledge of Momentus Technologies (formerly Ungerboeck Systems Inc) preferred.
• Experience in the Convention Center, Hospitality or Entertainment Industry preferred.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to move around the facility; to stand for long hours during events; talk and hear. This position may require work inside or outside of the building, as needed by events. The team member must frequently use a keyboard/computer screen for extended periods of time. The team member is occasionally required to lift, push, pull and move up to 20lbs or more. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and depth perception.

While performing this job, the team member is exposed to large public/private gatherings indoors/outdoors. The team member may be exposed to outside weather conditions. The team member must comply with all federal, state, and local regulations published by the company, work rules, as well as written instructions. The noise level is typically low to moderate in office settings, and moderate to high during events.

ADDITIONAL COMMENTS

This is an onsite position that requires in-person collaboration with multiple departments and coverage of events from start to finish. The position must be available to occasionally work early mornings, late nights, weekends, and holidays to meet business/event needs.

The essential responsibilities of this position are described under the headings above. This is not an exhaustive list of all responsibilities, duties, and skills required. Team members may be required to perform duties outside of their normal responsibilities from time to time as needed. 

Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. Applicants who need reasonable accommodations to complete the application process may contact (610) 729-1023. VEVRAA Federal Contractor. EEO is The Law - click here for more information