Contract Administrator & Document Coordinator

CONTRACT ADMINISTRATOR & DOCUMENT COORDINATOR

Full-time, non-exempt

Supervisor: Associate Executive Director & Programming Manager

POSITION SUMMARY

The Contract Administrator & Document Coordinator plays a critical role in supporting The Music Hall’s operations across its venues and programming lines. This position is responsible for managing programming-related contracts and organizational documents, ensuring accuracy, compliance, and timely communication. The ideal candidate will have exceptional attention to detail, a passion for document management, and proficiency with digital tools for processing signatures and tracking updates.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Review, red-line, and process for the signature of all programming-related contracts, including those for performances, events, and partnerships.
• Maintain an organized and standardized filing system for all contracts and associated documents, adhering to file management protocols.
• Extract and document relevant information from contracts to initiate and facilitate Event Information communications with internal staff.
• Coordinate and initiate payment requests, including deposits (via check or wire), payment tracking, and assistance when needed for final settlement payments. Responsible for working with various parties, including but not limited to artist teams or agencies, and the finance department alongside any necessary internal teams.

• Oversee updates and modifications to Rental UPA (Usage Policy Agreement) agreements, ensuring alignment with current organizational standards and policies.
• Assist in managing lease agreements for the Kearsarge building and other community partnership agreements.
• Collaborate with internal and external stakeholders to ensure accurate and efficient documentation processes.

• Ensure timely routing of documents for review, signature, and distribution using digital tools and systems.
• Maintain detailed records of contract lifecycles, from drafting and approval to execution and archiving.
• Track deadlines, renewals, and compliance requirements for all assigned agreements.
• Participate, educate, and be a resource in establishing organizational document and file management standards.
• To be the person responsible for keeping an up to date organization-wide inventory of all existing and in process standard operating procedures including primary author, date last updated, link to file location, etc.
• Specific to this role, provide administrative assistance in keeping Programming SOPs and document templates, including Event Info Sheets, Rental SOP, and Calendar procedures.  Responsible for conducting regular audits to maintain accuracy and relevance.  Role may be expanded to provide assistance to other departments as requested.

MINIMUM QUALIFICATIONS

• Education: Bachelor’s degree in business administration, legal studies, or a related field preferred, or equivalent work experience.
• Experience:
• At least 2 years of experience in contract management, legal administration, document management or a similar role.
• Experience in the arts, entertainment, or non-profit sectors is a plus.
• Skills and Abilities:
• Team Collaboration: Ability to work collaboratively with multiple departments and stakeholders to ensure seamless contract management.
• Accountability: A proactive approach to managing responsibilities, ensuring all tasks are completed accurately and on time.
• Technical Proficiency: Familiarity with digital document tools and the ability to adapt to new technologies as needed.
• Ethics and Integrity: Commitment to maintaining confidentiality and handling sensitive information with discretion.
• Exceptional attention to detail and organizational skills.
• Strong written and verbal communication abilities.
• Proficiency with digital tools for contract processing, electronic signatures (e.g., DocuSign, Adobe Sign), and file management systems.
• Ability to prioritize and manage multiple tasks and deadlines effectively.
• Problem-solving mindset with a focus on efficiency and accuracy.
• Work Schedule: Monday-Friday, 9:00 am-5:00 pm, in-person (with remote opportunities) in downtown Portsmouth, NH office.

COMPENSATION & BENEFITS

Competitive and based on experience. 

Salary Range: $46k-$54k

Compensation package includes health benefits, earned time off, Company-Matched 401K, cell phone reimbursement, and a rotating parking schedule.  

HOW TO APPLY 

Please email a cover letter and resume to Ashleigh Tucker Pollock at atucker@themusichall.org by March 10, 2025. 

The Music Hall is an equal opportunity employer. We highly encourage those traditionally underrepresented in our industry to apply. For individuals with disabilities who would like to request an accommodation, we encourage you to email Joe Gleason at jgleason@themusichall.org.