Bids/Collegiate Licensing Coordinator
varsitybrands
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Job summary
Varsity Spirit, a Varsity Brands company, seeks a Bids and Collegiate Licensing Coordinator in Memphis to manage bid processes and licensing with universities. You will work with regional sales to meet deadlines, ensure compliance with branding rules, and handle royalty reporting and renewals.
You will collaborate across departments to maintain vendor lists and support contract requirements while driving process improvements and timely submissions.
Qualifications
- Demonstrated experience coordinating contracts, legal, purchasing or related admin tasks.
- Ability to engage multiple departments to drive action and meet deadlines.
- Willingness to learn and support cross-training across departments.
Responsibilities
- Manage the bid process for Varsity Spirit and Varsity Performing Arts, ensuring deadlines are met.
- Coordinate with universities to ensure branding and policy compliance.
- Maintain vendor status, track bid submissions, and manage royalty reporting and renewals.
Skills
Education
Tools
Job description
For over 50 years, Varsity Spirit has been the leading global source for all things spirit, including cheerleading, dance team, performing arts and yearbook. Focused on safety, entertainment and traditional school leadership, Varsity Spirit's 5,000+ employees are dedicated to celebrating school spirit. A leader in apparel innovation, educational camps, clinics, competitions, and yearbook, Varsity Spirit impacts more than a million athletes each year.
At Varsity Spirit, the safety and wellbeing of the young people we serve is of the utmost importance. Since our inception 50 years ago, we have been - and remain - steadfastly committed to doing our part to create a safe and positive environment for our participants' physical, emotional, and social development, and promoting an environment free from abuse and misconduct. Varsity has a zero tolerance for abuse in its programs, events, and associated business activities. Varsity is committed to reporting all suspicions, allegations, and incidents of abuse in full accordance with local laws and reporting requirements. Learn more at Our Commitment to Safety - Varsity.com .
A Varsity Spirit Bids and Collegiate Licensing Coordinator is responsible for coordinating all phases of the bid and collegiate licensing processes, including preparation, submission, and follow-up on all proposals and orders. They will work closely with the Regional Sales Managers and Sales Representatives to ensure goals are met while accommodating the customers' needs. They will also be responsible for proactively identifying bid opportunities while managing existing bids through renewals, price increases, and other contract requirements. Additionally, they will handle all royalty reporting, license renewal paperwork, and approvals for collegiate marks.
- Manage the bid and collegiate licensing processes to ensure all deadlines are met.
- Partner with legal, both internal and from Colleges/Universities, to ensure compliance with collegiate policies/branding and state regulations.
- Maintain Varsity Spirit's status on Approved Vendor Lists to prove that we provide quality products along with product sourcing that is compliant with collegiate regulations.
- Complete monthly and quarterly reporting to reconcile bid orders and collegiate licensing royalties.
- Track Bid submissions to proactively ensure year over year business retention. Research to determine any loss of business and opportunities to re-bid and reengage.
Manage the bid process for all of Varsity Spirit and Varsity Performing Arts by gathering information and working with the Regional Sales Managers and Sales Representatives to determine the appropriate product offering, appropriate pricing structure, submitting for review and approval, and providing follow-up after submission.
- Maintain all bid records and documentation related to the bid contracts.
- Monitor and track all pending bid submissions and maintain updates in the company systems.
- Oversee all collegiate licensing contracts and annual renewals. Work directly with universities to ensure compliance in the use of their watermarks and logos.
- Work directly with Sales Representative to ensure uniform design are in compliance with collegiate marks.
- Submit design mockups and maintain approvals of all collegiate marks.
- Demonstrate an ability and willingness to engage other departments and other divisions of Varsity Brands to determine an appropriate course of action when needed.
- Demonstrate a desire for team success by keeping an eye open for process improvement.
- Be prepared to assist on special projects as needed.
- Continued cross training and education within our own department as well as other departments within the company.
- Maintain a positive, encouraging attitude at all times.
- Excellent verbal and written communication skills.
- Time management and organizational skills to independently prioritize and complete multiple tasks/projects concurrently.
- Ability to meet deadlines and work with minimal supervision.
- Strong attention to detail.
- Willingness to learn new skills and adapt to changing circumstances.
- Minimum of 3 years' experience in administrative type role such as experience with contracts, legal, purchasing departments.
- Experience with Varsity's products and internal procedures preferred.
- Salesforce.com (CRM)
- OMS (Order Management System)
- AS400
- JDEdwards
- Microsoft Office (Word, Excel, PowerPoint, etc)
Prolonged periods of sitting, standing, bending, lifting, kneeling
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