Speakers Contracts & Payments Coordinator

CAA Club Group; Los Angeles (CA); On-site; USD 68,770,000 - 70,202,000; Full time

Benefits offered by this job

Medical

Vacation / Holidays Paid

Telemedicine

Professional development support

Job summary

Creative Artists Agency, LLC (CAA) seeks a Speakers Department Coordinator to support high-volume speaking engagements by drafting, editing, and executing speaking agreements and coordinating buyer/vendor setup in Los Angeles. You will track payments, manage client materials, and work with internal teams to ensure timely execution of contracts and payments.

Responsibilities include drafting contracts, maintaining tracking databases, creating invoices, and coordinating ACH documentation.

Qualifications

• BA/BS from an accredited university or college, or equivalent work experience.
• 1–2 years of experience as a paralegal, contracts coordinator, or in a similar role.
• Experience drafting, reviewing, editing, or redlining contracts strongly preferred.
• Procurement experience is a plus.
• Background or demonstrated interest in contract management, finance, accounting, accounts receivable, or payment processes is a plus.
• Experience with buyer/vendor setup, ACH forms, payment platforms, or accounting systems is a plus.
• Familiarity with Ariba, PaymentWorks and Bill.com is a plus.
• Strong proficiency in Microsoft Word; Adobe Acrobat Pro experience preferred.
• Excellent written and verbal communication skills.
• Highly organized, detail oriented, and able to manage a high volume of time-sensitive work.
• Ability to multitask, prioritize, and constantly reprioritize in a fast-paced environment.
• Strong follow-through and sense of urgency.
• Strong interpersonal and customer service skills.
• Interest in contracts, legal processes, or pursuing a future legal education is a plus.

Responsibilities

• Support contracts, procurement, and financial processes for a high volume of confirmed speaking engagements and personal appearances.
• Draft speaking agreements and related contracts for confirmed engagements.
• Review, edit, and redline agreements as needed.
• Accurately maintain a detailed tracking database (via Asana) for all agreements and payment status.
• Work with internal offices, client teams, managers, and other stakeholders to obtain client materials and information needed for agreements and payment.
• Create invoices and assist in tracking monies owed for each engagement.
• Monitor payment schedules and follow up with buyers to ensure payments are made according to agreed-upon terms.
• Create booking reports for each agreement/event, noting event date, commission, payment details, and other relevant information.
• Assist with vendor setup and registration within various buyer accounting and procurement systems.
• Complete and coordinate ACH forms and other documentation required for buyers to establish payment information in their systems.
• Provide support across the department for billing and payment matters and liaise directly with Accounting as needed.
• Assist with accounting and payment platforms, including systems such as Ariba, PaymentWorks, and Bill.com.
• Maintain accurate and up-to-date records for clients, agreements, payments, and related documentation.
• Effectively handle multiple projects at once.
• Other duties as assigned

Skills

Excellent written and verbal comms

Highly organized

Detail oriented

Multitasking

Interpersonal and customer service

Prioritization in fast-paced env

Education

BA/BS from accredited university or equivalent experience

Tools

Microsoft Word

Adobe Acrobat Pro

Job description

Creative Artists Agency, LLC (CAA) seeks a Speakers Department Coordinator to support high-volume speaking engagements by drafting, editing, and executing speaking agreements and coordinating buyer/vendor setup in Los Angeles. You will track payments, manage client materials, and work with internal teams to ensure timely execution of contracts and payments.

Responsibilities include drafting contracts, maintaining tracking databases, creating invoices, and coordinating ACH documentation.