Contracts Representative

This position is responsible for supporting Universal Destinations & Experiences (UDX)’s Legal Department by assisting the Sr. Director, Contracts Administration, Universal Studios Hollywood (USH), with contracts drafts, reviews, and all areas of the contracting process for UDX business operations including Universal Horror Unleashed (UHU). This position processes contracts and related documents to ensure accuracy for operational/project teams in accordance with UDX contracts policies and procedures and all applicable USH/UDX systems. In addition, this position shares responsibility for administrative affairs for the Contracts Administration team including: Assembling, organizing, and maintaining physical and electronic contract files; Maintaining contracts files and records via document management systems both on-site and off-site; Assisting Associate Manager, Contracts Compliance, with contract tracking and data entry into a Legal contract tracking system; Routing contracts for signature and distributing and archiving executed contracts; and General administrative duties as assigned. ESSENTIAL DUTIES AND RESPONSIBILITIES Assists with pre-qualification of potential vendors, verification of entity names, and securing of confidentiality agreements. Assists, under supervision of the Sr. Director, Contracts Administration, in preparing appropriate contract forms and reviewing and revising scopes of work and assists Contracts Administrators, under supervision of Sr. Director, Contracts Administration, with negotiation of Terms & Conditions in a form consistent with UDX policies and procedures. Coordinates with vendor for execution of final contracts. Prepares Letters of Authorization or Notices to Proceed (if required). Prepares and issues contract change orders. Amendments, etc. Prepares and issues option notices, letters of termination, etc. Routes contracts for signature and distributes fully executed contracts. Perform basic administrative tasks for the Document Management System including but not limited to creating electronic workspaces. Organizes and maintains Legal department electronic and physical files, including file retrieval and archiving. Sorts, scans and uploads contracts and records to the electronic document management system. Determines in tandem with responsible Legal representative if backup hard copy file documentation is warranted. Inputs data and assembles documents utilizing appropriate applications/systems. Prepares and/or distributes documents. Ensures confidentiality and integrity of data and information Assists in maintaining database and tables (i.e., document log, Master Agreement list, etc.) supporting the system on an ongoing basis, including input and update of contract tracking information. Assists in developing and providing reports within the Legal department. Provides additional administrative support to Contract Administrators and performs special tasks/projects and/or other duties as assigned.