Bids/Collegiate Licensing Coordinator

VARSITY SPIRIT, A VARSITY BRANDS COMPANY - THE DRIVING FORCE IN SPIRIT ACROSS CHEER, DANCE, BAND AND YEARBOOK

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.

OUR COMMITMENT TO SAFETY

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.

WORK TYPE: Hybrid - Monday through Thursday, Friday WFH

LOCATION DETAILS: Memphis, Tennessee Headquarters - 711 N Front Street

WORK HOURS: 8 am - 5 pm CST

HOW YOU WILL MAKE AN IMPACT

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.  

WHAT YOU WILL DO

• 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.  

Bid Process:

• 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.

Collegiate Licensing:

• 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.

QUALIFICATIONS

Knowledge/Skills/Abilities:

• 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. 

Education/Experience:

• 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.
• Experience with the following systems/applications preferred:
• Salesforce.com (CRM)
• OMS (Order Management System)
• AS400
• JDEdwards
• Microsoft Office (Word, Excel, PowerPoint, etc)

PHYSICAL REQUIREMENTS:

Prolonged periods of sitting, standing, bending, lifting, kneeling and walking will all occur on a regular basis.

The physical demands that are described as required are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job.

JOIN THE BEST TEAM IN SPORT & SPIRIT

At Varsity Brands, we believe every student deserves the opportunity to succeed and every educator wants to make a difference. It takes a team to make a real impact, and through our two divisions – BSN SPORTS and Varsity Spirit – and our network of 6,000+ employees and independent representatives, we are proud to partner with a wide range of educational institutions and club and professional sports to transform the student journey in SPORT and SPIRIT.

OUR VALUES

Service - We lead with heart. We champion community.

Passion - We love what we do. It fuels our purpose.

Integrity - We do what we promise. We own our actions and decisions.

Respect - We earn it by giving it. Because everyone deserves it.

Innovation - We never stop striving to be better. For ourselves and our community.

Transparency - We are committed to openness and honesty in everything we do.

OUR BENEFITS

We are committed to putting you and your families first. For benefits eligible roles, we offer a variety of choices and costs as well as program enhancements that align with our responsibility to elevate the employee experience. Some of our offerings include:

• Comprehensive Health Care Benefits
• HSA Employer Contribution/ FSA Opportunities
• Wellbeing Program
• 401(k) plan with company matching
• Company paid Life, AD&D, and Short-Term Disability
• Generous My Time Off & Paid Holidays
• Varsity Brands Ownership Program
• Employee Resource Groups
• Access to Financial Coaching and member-owned Credit Union
• St. Jude Partnership & Volunteer Opportunities
• Employee Perks including discounts on personal apparel and equipment!

Varsity Brands companies are equal opportunity employers. Qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, citizenship, gender, sexual orientation, gender identity, veteran’s status, age or disability.