Contracts & Payments Administrator

Poseidon Music Ltd; Remote; GBP 25,000 - 35,000; Full time

Job summary

A leading music venue management company is seeking a Contracts & Payments Administrator to oversee venue contracts and payment coordination. This role requires excellent organizational skills and attention to detail while managing financial data and maintaining communication with various teams. The ideal candidate should have proven experience in contract administration and be comfortable working in a fast-paced, remote environment. This position is essential for ensuring contract accuracy and timely payments.

Qualifications

• Proven experience in contract administration or a similar operational role.
• Comfortable working remotely with distributed teams.
• Strong attention to financial and contractual data.

Responsibilities

• Manage and maintain accurate records of venue contracts and payments.
• Coordinate venue payments in line with contractual terms.
• Track contract status and key dates across multiple venues.

Skills

Attention to detail

Strong communication skills

Organisational skills

Ability to manage multiple priorities

Experience with financial data

Tools

Spreadsheets

Document management systems

Job description

*This role is for candidates in UK/EU based timezones only*
Reports To: Michael Daut, VP Venue Engagement

About the Role

We are seeking an experienced Contracts & Payments Administrator who is responsible for the day-to-day administration of venue contracts and payments, ensuring accuracy, timeliness, and clear communication with internal teams and external venue partners. You will take ownership of contract tracking, payment coordination, and issue resolution, operating as a reliable point of continuity while the incumbent is on leave.

The ideal candidate is highly organised, detail-oriented, and confident managing high volumes of agreements and payments in a fast-paced, international environment.

Key Responsibilities

Contracts Administration

• Manage and maintain accurate records of venue contracts, amendments, and renewals
• Track contract status, key dates, and commercial terms across multiple venues and territories
• Ensure contracts are correctly logged, stored, and accessible in internal systems
• Support coordination of contract execution with venues and internal stakeholders
• Proactively flag missing information, discrepancies, or risks

Payments & Financial Coordination

• Coordinate venue payments in line with contractual terms and agreed schedules
• Prepare and verify payment data for accuracy prior to submission to Finance
• Track payment status and follow up on outstanding or delayed payments
• Act as a point of contact for venue payment queries and issue resolution
• Maintain clear audit trails and documentation for all payments

Cross-Functional Support

• Work closely with the Venue Engagement team to support live show operations
• Liaise with Finance to ensure payments are processed accurately and on time
• Coordinate with Legal or leadership on contract-related questions or exceptions
• Support reporting and internal updates related to contract and payment status

Qualifications & Experience

• Proven experience in contract administration, payments coordination, or a similar operational role
• Strong attention to detail and comfort working with financial and contractual data
• Experience working cross-functionally with finance and operations teams
• High level of organisation and ability to manage multiple priorities
• Strong written and verbal communication skills
• Comfortable working remotely with distributed teams
• Experience with spreadsheets, document management systems, and internal databases

KPIs

1. Contract Accuracy & Compliance

Goal: Ensure contracts are complete, accurate, and properly tracked.

• ≥ 99% accuracy in contract records and key data fields
• Contract discrepancies identified and flagged within 2 business days
• Minimal rework required due to administrative errors

2. Payment Timeliness & Accuracy

Goal: Ensure venue payments are processed correctly and on schedule.

• 100% of payments prepared and submitted by agreed internal deadlines
• Zero preventable payment errors or omissions
• Clear documentation maintained for all payment activity

3. Issue Resolution & Responsiveness

Goal: Resolve queries efficiently and professionally.

• Venue and internal payment queries acknowledged within 1–2 business days
• Issues escalated early when delays or risks are identified
• Reduced need for leadership intervention

4. Organisation & Process Ownership

Goal: Maintain strong systems and continuity during maternity cover.

• Contract and payment trackers kept fully up to date
• Clear handover documentation maintained throughout the contract
• Processes easy for others to follow if coverage is required

5. Collaboration & Reliability

Goal: Be a dependable partner to cross-functional teams.

• Clear, proactive communication with Venue Engagement, Finance, and Operations
• Deadlines consistently met
• Calm, solutions-focused approach during busy show periods