Contracts & Payments Administrator at Poseidon Digital

This will be a 100% remote part-time contracting role to start (with the intention of moving to full time employment in Q2 or Q3).

**English fluency required.

About Us

We are growing fast and looking for amazing people to join our team and contribute to our growth!

Working with us is a chance to help bring some of the world's most cutting-edge music and visual experiences to life, in an unconventional company where we respect skill, determination, creativity and kindness above all.

We are driven by:

• The desire to be the absolute best in our field.
• A passion to join art that improves people’s lives with its audiences.
• A wish to leave a legacy, and to help others leave theirs.

Contracts & Payments Administrator Role

The Contracts & Payments Administrator would be a part of our Venue Engagement Team and is responsible for managing and administering all aspects of contractual agreements, payment processes, and client support within the organization. In addition to overseeing contract drafting, review, and compliance, this role provides administrative support to the Venue Engagement team—focusing on client-related tasks, payment coordination, and continuous operational improvements. The Contracts & Payments Administrator works closely with cross-functional teams such as Finance and Project Management to ensure data integrity, streamline processes, and maintain high standards of customer service.

Key Responsibilities

1. Contract Management
   • Draft, review, and edit standard contracts, service agreements, and amendments in collaboration with internal stakeholders.
   • Ensure all contracts meet legal, regulatory, and company policy requirements.
   • Maintain a centralized repository, tracking key terms, milestones, and renewal dates.
   • Coordinate with other teams to mitigate risk and ensure proper liability coverage.
2. Payments Administration
   • Oversee invoice and payment processes, ensuring timely and accurate disbursements.
   • Track payment schedules and provide regular status reports on outstanding payments and cash flow impact.
   • Reconcile discrepancies and manage vendor inquiries alongside the Accounts Payable/Receivable teams.
   • Manage venue payment planning for an annual turnover exceeding $10 million, coordinating with the Finance department to ensure all payments are processed accurately and documented.
3. Administrative & Client Support
   • Provide administrative support to the Venue Engagement team, focusing on managing client-related tasks.
   • Maintain and update client contact lists to ensure accurate and organized data.
   • Coordinate client contract renewals, ensuring deadlines are met and documents are processed promptly.
   • Collaborate with the department administrator to resolve client inquiries efficiently.
   • Maintain an organized filing system and ensure proper storage of digital documents.
4. Operational Efficiency & Process Improvement
   • Proactively identify and resolve operational challenges, implementing preventative measures for smooth business operations.
   • Participate in developing scalable systems and workflows to improve accuracy, efficiency, and team collaboration.
   • Leverage contract management software, ERP systems, and/or relational databases (e.g., Airtable) to streamline processes and reporting.
5. Compliance & Risk Management
   • Ensure adherence to internal controls, compliance policies, and regulatory requirements for contracts and payments.
   • Identify and escalate potential risks or discrepancies in contractual or financial records.
   • Maintain accurate documentation for internal and external audits.
6. Stakeholder Coordination
   • Collaborate with Finance, Venue Engagement, and Project Management teams to align payment schedules with project timelines.
   • Serve as the primary point of contact for vendors, clients, and internal teams regarding contract queries and payment statuses.
   • Provide training or guidance to team members on contract processes and payment procedures as needed.

Qualifications

Education & Experience

• Bachelor’s degree in Business Administration, Finance, Accounting, or a related field; or equivalent work experience.
• Minimum of 3 years in an administrative support role, ideally in a fast-paced environment.
• Prior experience (2-4 years) in contracts management, payments administration, finance, or a related domain.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace (Docs, Sheets, etc.).
• Familiarity with contract management software, ERP systems, or relational databases such as Airtable.
• Solid understanding of financial principles, budgeting, and payment processes.

Soft Skills

• Strong attention to detail, accuracy, and organizational skills.
• Ability to handle multiple priorities and deadlines with professionalism.
• Excellent written and verbal communication skills.
• Proven ability to manage client relationships and inquiries effectively.
• Team player with a positive, proactive attitude and a willingness to collaborate across departments.

About the Role:

• 100% remote
• 100% flexitime
• Supportive work culture, with team in 10 countries
• Free Udemy training courses to support your personal growth

More about our values

We expect:
• Hard work, including some off hours (since we are running shows around the world);
• World-class standards.
• Attention to detail; we are moving fast and don’t have time to be checking others’ work.
• Humour (lots of humour).
• Respect and consideration for other team-members and our audience.
• Ethics - while we push the boundaries of the tech, we always act with honesty and integrity.
• Long-term, big picture thinking.
• A collaborative outlook and attitude.
• Ownership of mistakes, and the ability to turn them into learning opportunities. We don’t do guilt.
• Open, honest communication.