Contracting Coordinator

When it comes to creating educational travel adventures that enrich the lives and fulfill the dreams of more than 100,000 people every year, there's no organization better than Road Scholar. What's our secret? Dedicated and talented staff who believe in our mission.

At Road Scholar, we are committed to fostering a culture of inclusivity and belonging. We believe that by valuing a wide range of perspectives and experiences, we create a stronger, more innovative organization that reflects the communities we serve.

In addition, we are dedicated to being an environmentally sustainable organization. From the way we design our programs to how we operate as a team, we are striving to reduce our environmental impact and create a positive legacy for future generations.

Join our fast-paced Contracting team and be a part of one of the nation’s most dynamic not-for-profit organizations. The Contracting Coordinator, is an entry level position, report to the Senior Manager, Contract Administration, and shall provide administrative support services for the contract management team in connection with Road Scholar programs as needed and requested. The position is responsible for maintaining the process flow of contract documents according to the established procedures. The Contracting Coordinator will work closely with internal and external team members in making decisions affecting programs. The Contracting Coordinator must act with participants’ best interests and Road Scholar’s expectations in mind.

Road Scholar offers a remote work environment. The compensation for this non-exempt/hourly position is between $22.60 - $25.00 per hour based on experience. 

Provide Contract Management Support:

• Supporting the Contracting Team with administrative tasks related to contracting.
• Working with documentations including flowcharts and other contracting templates.
• Responsible for initial space requests and confirmations from vendors per Road Scholar capacity plan and program loading calendar.
• Creating cover sheets for rate comparison and contract drafts as needed.
• Gathering signatures on documents.
• Creating appropriate contracting folders for all necessary regions.
• Filing contracting documentation appropriately per standard operating procedures.

Collaborate with Vendors & Partners: 

• Communicating with Road Scholar’s partners and vendors globally by phone, Zoom and e-mail to confirm space and collect initial rates. 
• Following through on communications with vendors while managing deadlines and escalating any significant decisions, actions or situations internally. 
• Preparing vendor communications for internal team members in accordance with standard operating procedures.

Collaborate on Internal Projects: 

• Collaborating with internal team members to ensure they have all necessary contracting documentation and supports the TRM department as a whole, as needed.
• Attending Contracting and other team meetings as required and will work with other members of the Road Scholar team as needed to support overall contracting goals.
• Other Duties As Assigned

We're seeking...

• An organized administrative professional with 1-2 years administrative or relevant work experience.
• Bachelor’s degree preferred or equivalent experience.
• Experience managing multiple projects independently and ability to pivot based on priorities.
• Strong analytical skills with high attention to detail essential.
• Experience using Microsoft Office systems, specifically Excel, Word and Outlook, as well as other technical applications.
• Ability to work collaboratively in a multi-functional and global team environment.
• Excellent verbal and written communication skills, along with strong interpersonal and problem-solving abilities.
• Self-starter, resourceful, and able to take initiative.
• Desire to be a part of a global organization that creates lifelong travel and learning experiences.