Job Summary

SUMMARY

Provides support to the Sales and Marketing department by efficientlyhandling the administrative aspects of contracts and other agreements established between the Town of Ocean City and meeting and convention clients, vendors, partners, and stakeholders. This position also provides ongoing administrative and clerical support requiring intermediate technical skills to efficiently utilize Microsoft Office products and other department specific software and technology.

Will perform routine general and technical office tasks in the department with general supervision subject to review by a designated supervisor for accuracy and conformance with general instructions. Adherence to the standards of performance is checked periodically.

Job Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Using established templates, drafts, reviews, and processes contracts and agreements for Convention Center.
• Ensure that all contracts comply with documented and established legal requirements, regulations, and departmental policies.
• Maintain accurate records of contracts, including renewals, amendments, receipt of signed contracts, deposits, and terminations.
• Follow up to ensure receipt of insurance documents, if applicable.
• Document the lifecycle of the contract within CRM (Client Relationship Manager)
• Maintain positive working relationships with vendors, partners, sponsors, and stakeholders.
• Serve as a point of contact for inquiries, concerns, and issues related to contracts and addendums.
• Receives and places telephone calls; responds to inquiries pertaining to assigned scope of work.
• Maintains records and files; establishes and maintains system for tracking requested actions and reports.
• Types letters, schedules, stencils, tables, statements, reports, forms, memoranda, and other material from copy, rough draft where accuracy and speed are essential.
• May compose routine letters and other non-technical correspondence. Checks invoices, statements, mailing lists, and other records.
• Performs other duties as required.
• May provide backup support for purchasing and payroll tasks.

Minimum Qualifications

QUALIFICATIONS

• Ability to develop a strong understanding of contract management principles, legal terminology.
• Excellent written and verbal communication skills with the ability to interact effectively with internal and external customers.
• Proficiency in Microsoft Office Suite, CRM software, and other relevant tools.
• Detail-oriented with strong organizational and multitasking abilities.
• Ability to work independently and collaboratively in a fast-paced, deadline-driven environment.
• Knowledge of Ocean City, MD, the tourism industry, and local attractions is a plus.

Toperform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED) with 3+ years of experience in a fast-paced administrative role. Experience in contract administration, sales support, or marketing support roles, preferably in the tourism industry, strongly preferred.

CERTIFICATES, LICENSES, REGISTRATIONS

Must have reliable transportation to and from work.

OTHER SKILLS AND ABILITIES

• Proficiency in customer contact.
• Ability to take direction and work well with others.
• Possess a pleasant personality and maintain high level of productivity when under demanding stressful conditions.
• Ability to apply appropriate office procedures, methods and techniques.
• Must be computer literate.
• May be required to work beyond normal working hours on weekends and holid ys.
• May also be required to assist in the accounting room for other absent employees.

Supplemental Information

LANGUAGE SKILLS

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Excellent written and verbal communication skills with the ability to interact effectively with internal and external customers.

MATHEMATICAL SKILLS

• Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's.
• Ability to perform these operations using units of American money and weight measurement, volume, and distance.

REASONING ABILITY

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDSThe 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 sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl.

The employee performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and depth perception.

WORK ENVIRONMENT Thework 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.

Primarily works in environmentally controlled situation such as office. Employee may occasionally work in outside weather conditions. The noise level in the work environment is low - moderate.

Equal Opportunity Employer Veterans are encouraged to apply.