Contract and Program Administrator

at  City of Norfolk VA

DESCRIPTION

Dive into the heart of arts, culture, and entertainment in Hampton Roads with SevenVenues, the City of Norfolk’s Department of Cultural Facilities, Arts and Entertainment! We’re the epicenter of unforgettable experiences, offering exceptional entertainment services, managing iconic venues like Scope Arena and Chrysler Hall, and fostering a thriving artistic community. As SevenVenues, we connect residents and visitors alike to Norfolk’s rich cultural tapestry, enriching lives through diverse performances, inclusive community events, and captivating public art. Join us as we create, inspire, and celebrate – it’s more than entertainment, it’s an experience.
The City of Norfolk’s Department of Cultural Facilities, Art & Entertainment is currently seeking a Contract Administration & Booking Assistant to work in the Event Team Division. This position provides administrative assistance with the overall booking of the venues, provides technical support with Event Booking and manages the contracting and permit process, including RFP’s, Artist Agreements and rentals. Serves as a liaison by establishing contact and working relationships with lessees and promoters and serving as a liaison to other departments and projects as directed by the assistant director.

EDUCATION/EXPERIENCE

Work requires broad knowledge in a general professional or technical field. Knowledge is normally acquired through four years of college resulting in a Bachelor’s degree or equivalent.
Minimum two years of experience in event contracting and administration.
Valid Driver’s License required.
CPR/First Aid certification is preferred.

ADDITIONAL INFORMATION & REQUIREMENTS

Work Location: 201 E. Brambleton Ave., Norfolk, VA 23510
Work Hours: Full time Monday-Friday with nights, weekend and holidays; 40+ hours per week
Signing Bonus: This position is eligible for a one-time $5,000 signing bonus for applications received on or after February 22, 2022. The signing bonus will be paid in two (2) increments: $2,500 upon completion of 60 days of employment, and $2,500 upon completion of your probationary period. To receive the signing bonus, you must be an active employee in good standing.

Essential functions include but are not limited to:

• Assists with local booking inquiries for venues in the department. Prepares all contracts and addendums required for each event according to the set policy and procedures. Works closely with the City Attorney’s office to make sure that all contracts have been appropriately vetted by their office and approved prior to submission to the client. Performs financial duties by maintaining and entering contracts into log, tracking overdue contracts and logging deposits. Prepares various reports, maintains databases, preparing and typing legal correspondence and documents.
• Oversees the RFP process for contracts with various contractors and suppliers. Responsible for tracking when long-term contracts will expire to ensure the RFP process begins with enough lead time to avoid a gap in coverage.. Will work with Purchasing and City Attorney’s office throughout the process to ensure it stays on track through completion.
• Manages the permit process for outdoor events by adding event to Eventbooking, assigning the event to the appropriate coordinator and initiating the permit process. Support the Administrative Assistant, as needed, with inquiries pertaining to outdoor events and concerns or questions that may arise during the permitting process.
• Prepares information for event productions by calculating and providing client estimates of potential costs incurred in completing an event, preparing checklists of lessee requirements for distribution, ensuring compliance with contract requirements through coordination and communication with the box office, marketing, production and other internal department supervisory personnel.
• Performs related duties by resolving problems or complaints from tenants in accordance with established policies and procedures, serving on various department committees, participating as a city executive for events, as required. Also serves as liaison and maintains contact with lessees and promoters.
• Acts as a City Executive for on-site management during events, assisting the public and contracted staff with any issues/concerns during the event and relays any necessary information during and following for resolution.
• Other duties, as assigned