Contract coordinator

Company Introduction

WorldStrides is the global leader in educational travel and experiential learning. The company was founded in 1967 to provide middle school travel programs to Washington, D.

C., and has grown to provide a wide range of programs for more than half a million students annually to over 100 countries around the world.

WorldStrides offers experiential learning programs in educational travel, performing arts, language immersion, career exploration, service-learning, study abroad, and sports.

Each of these experiences helps students to see beyond the classroom and to see the world - and themselves - in new ways.

Job Description

The Order and Contract Management role is part of the Sales Operations group at WorldStrides, and is a high value role as it is on the leading edge of change for how schools and districts approach doing business with educational travel providers.

Order and Contract Management goes beyond filling out forms. This Enterprise level role is proactive and supports WorldStrides K12 Group business (with limited support to Higher Ed) and will manage all activity and promotion of Bids and Contracts for greater opportunity, growth, and success at WorldStrides.

The individual selected for this role will have daily interaction with our sales and account management teams with support from our legal experts as well as customer facing activities.

You will help design the processes and infrastructure to ensure accuracy, completeness, and expediency. This includes proactively seeking opportunities, managing, and submitting responses for Request for Proposals (RFPs), Request for Quotes (RFQs), Invitation for Bids (IFBs), Vendor List applications, Renewals and other requests that come from various school districts.

In addition, assisting with presale activity to ensure sales are compliant with deals related to Bid and Contract terms and conditions.

Responsibilities

• Customer service first. Proactive and prompt follow-up.
• Order and Contract Management
• Proactively receive and seek out opportunities to win various Bids and Contracts, and / or become an Approved Vendor, with schools and school districts across the US.

Both Public and Private schools.

• Respond to RFPs, RFQs, IFBs and Vendor Applications in a timely manner, always before deadlines.
• Ensure that all applications and documentation is submitted per school or district guidelines.
• As needed, provide documentation that requires expertise from departments across WorldStrides to complete an RFP, or other submission.

Documentation should be sent in a timely manner with the right expectation to receive it back completed. Must be willing to follow-up to ensure all deadlines are met.

• Maintain accurate and up-to-date documentation for all aspects of job responsibilities.
• Maintain data hygiene of Bids and Contracts in the CRM's.
• Ask questions in a timely manner to move the processes forward.
• Proactively communicate to revenue producing teams when new Bids and Contracts are awarded and answer questions in a timely manner.
• Report on the success of Bids and Contracts usage and revenue generation.
• Ensure that we comply with the terms and conditions on sales generated through Bids and Contracts awarded and utilized.
• Manage multiple projects simultaneously and exhibit superior organizational skills.
• Capacity to work independently in a fast-paced environment.
• Support company policies and management decisions with a sense of urgency, professionalism, and discretion.
• Seek out and participate in internal and external programs that facilitate personal and professional growth.
• Identify and discuss personal and professional growth goals with supervisor.
• Track days off; write and deliver self-performance appraisal on an annual basis.
• Very limited business travel required.

Work Perks

• Fun & driven environment.
• Excellent medical, dental, and vision coverage, life, accidental death and dismemberment, accident, critical illness, and disability insurance, FSA healthcare, FSA dependent care, HAS with employer contribution, and generous 401k match.
• 10 paid floating corporate holidays, 1 paid volunteer day & 25 PTO days to start - accrue up to 28 over 3 years, 4 mental health days, and 5 bereavement days.
• Tuition reimbursement up to five thousand, two hundred fifty dollars annually or one thousand dollars towards professional certification annually.
• Opportunities for paid and discounted travel.
• Flexible work schedule providing on-site, remote, and virtual office opportunities.
• Encouraged participation in our Employee Resource Groups and Diversity, Equity, & Inclusion council.
• Fitness Center and cafe onsite at select locations.
• Employee Assistance Program (EAP)
• Paid Parental, Caregiver, and Disability leave.
• Team Member Discount Program

WorldStrides, a global organization, is committed to educate and serve communities worldwide. Our commitment is fueled by the passion of our team members and partners to make experiential learning accessible, while also being socially, environmentally, and ethically responsible.

Together, we accomplish this by investing in initiatives to promote inclusion, diversity, and sustainability.

As an Equal Opportunity Employer, WorldStrides is committed to building a diverse workforce, supported by an environment that promotes inclusion and belonging.

All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

WorldStrides will only employ those who are legally authorized to work in the United States. This is not a position for which sponsorship will be provided.

Individuals with temporary visas such as E, F-1, H-1, H-2, L, B, J or TN, or who need sponsorship for work authorization now or in the future, are not eligible for hire.

Charlottesville, VA - Headquarters; Austin, Texas; Vienna, VA; Houston, TX

• Experience submitting and managing contracts. Government contracts are a plus.
• Must be proficient in MS Office Suite : Excel and Word.
• Experience with Ironclad and DocuSign is a plus. Must be willing to learn and become proficient in both apps if not already.
• Basic skills in managing and completing online forms; Capable of managing and submitting data through various intake apps provided by schools' systems. Creating PDF files.
• Experience with CRMs. Salesforce is a plus.
• Strong organizational skills and attention to detail required.
• Able to meet deadlines.
• Basic administrative skills
• Demonstrated ability to prioritize workflow, organize, and handle many different projects simultaneously.
• Requires excellent verbal and written communication skills as well as phone skills.
• Must be comfortable meeting with, presenting to, and supporting all levels of staff internally and externally.
• Must be comfortable on video communication.
• Bachelor's degree in business administration is a plus.

Eligible

Last updated : 2024-05-02