Administrator, Contracts and Licensing - Capital Vacations

Opportunity for career advancement in a fast paced, growth-oriented Organization.

Below are just some of the benefits you'll receive!
• Competitive Salary
• Paid time off
• Career growth
• Medical / Dental / Vision insurance
• 401k
• Enthusiastic team environment
• Travel Perks to all our Resort locations

Purpose

The Contracts and Licensing Administrator manages and coordinates all aspects of contract preparation, review,

execution, and compliance. This role ensures that contractual obligations are met, risks are minimized, and all

agreements comply with legal, regulatory, and organizational standards. The Contracts Administrator liaises

between the Regional Vice President (RVP) and the legal team to facilitate smooth contract management

processes.

Recruit Position Duties

Responsible for managing and maintaining all licenses, permits, and certifications required for the organization’s

operations. This role ensures timely renewals, accurate record-keeping, and compliance with local, state, and

federal regulations. The ideal candidate is highly organized, detail-oriented, and proactive in supporting the

business licensing and compliance needs.

Key Responsibilities for Contracts

Contract Drafting and Review:

o Prepare, review, and edit contracts, agreements, and amendments to ensure accuracy, completeness, and

compliance with company policies and legal requirements.

o Collaborate with legal counsel to address complex legal or contractual issues.

Contract Management:

o Maintain an organized database of all contracts, including tracking key milestones, deadlines, and renewal

dates.

o Monitor compliance with contractual terms and conditions, identifying and addressing potential breaches.

Compliance and Reporting:

o Ensure all contracts adhere to applicable laws, regulations, and organizational policies.

o Generate reports and summaries for management, providing insights into contract statuses and

performance.

RVP Collaboration:

o Work closely with procurement, finance, legal, and operational teams to align contract terms with

organizational objectives.

o Serve as a subject matter expert on contractual matters to support RVP.

Continuous Improvement:

• o Develop and implement best practices for contract management processes.

  o Stay updated on industry trends, legal changes, and best practices related to contract administration.

General Statement - Performs the job assigned, complying with Company policies and procedures, business code of ethics, FLSA regulations, and all applicable laws, as well as ensuring confidentiality, reliability, quality, and productivity.

Key Responsibilities for Licenses and Compliance

License Management:

• Coordinate the application, renewal, and maintenance of business licenses, permits, and certifications.
• Monitor expiration dates and ensure timely submissions to avoid lapses in compliance.
• Maintain an up-to-date database of all licenses, permits, and associated documentation.

Regulatory Compliance:

• Ensure compliance with local, state, and federal licensing requirements.
• Stay informed of changes in licensing laws and regulations that impact the organization.
• Serve as a liaison with regulatory agencies to address licensing-related inquiries or issues.

Documentation and Record-Keeping:

• Organize and manage electronic and physical files for all licensing and compliance documents.
• Prepare and submit reports, forms, and other documentation as regulatory authorities require.
• Develop and maintain a checklist to track ongoing compliance requirements.

Communication and Coordination:

• Communicate with internal teams to gather information for licensing applications and renewals.
• Administrative Support:
• Provide general administrative support, including scheduling, correspondence, and data entry.
• Assist in preparing compliance reports and presentations for management.
• Manage invoices and payments related to licensing fees and regulatory filings.

Process Improvement:

• Identify opportunities to streamline licensing processes and improve efficiency.
• Recommend and implement tools or software to enhance licensing management.
• Perform all other duties and projects as assigned by Leadership

Recruit Position Schedule

• Full time position. Minimum 40-hour workweek and availability on weekends and evenings. Some nights and Saturdays may be required for meeting attendance

JOB REQUIREMENTS

Education, Essential Training / Certifications, and Experience:

• High School diploma/GED
• Bachelor’s degree in business administration, Law, or a related field
• Certification in Contract Management (e.g.CPCM, CCCM) is a plus
• Minimum of 2+ years of experience in contract administration, procurement, or legal roles.
• Administrative support, licensing, compliance, or a similar role.
• Familiarity with Business Licensing processes and regulations is highly desirable

Skills, Knowledge, and Abilities:

• Strong understanding of contract law and principles.
• Excellent analytical and problem-solving skills.
• Exceptional attention to detail, organizational skills, and accuracy in record-keeping.
• Time Management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), database management tools, and DocuSign.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and manage multiple deadlines.

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