Administrative Operations Manager - Project Employee, NBA LATAM

WORK OPTION: Hybrid

Reporting directly to the legal department and dotted line to Finance, this role will ensure adherence to legal standards, facilitate procurement operations, and coordinate vendor agreements. This role will also involve providing regular updates, training new staff, maintaining comprehensive documentation, and ensuring the timely and accurate completion of all assigned tasks. This position requires strong analytical skills, a keen understanding of intellectual property rights, and the ability to manage multiple responsibilities efficiently in a fast-paced environment. Additionally, this role will be responsible for keeping all office documents for both Brazil and Mexico organized, updated, and available for any necessary purpose.

Due Diligence

The Due Diligence process involves evaluating information before entering a business transaction. It's essential for risk assessment, issue identification, and legal compliance. This position reports to the Head of the Legal Department to ensure alignment with legal standards and strategic objectives. It provides regular updates, addresses legal risks, and ensures compliance with regulations. This reporting structure facilitates effective communication and oversight for efficient management of due diligence processes.

• Submit and track all the reports requested by each department.
• Responsible for delivering regular updates and communication tools to keep the team apprised of the status of their requests.
• Close collaboration with department leaders to strictly adhere to all rules and guidelines.
• Training of new staff on all relevant due diligence processes.
• Identifying potential risks, verifying the accuracy of information, and ensuring that all transactions align with the organization’s strategic goals.

• Retrieving all the information from partners and vendors to submit all the materials, gathering and submitting comprehensive information.
• Keep track of approvals, renewals or delays of every single submission
• Report directly to the Head of the Legal Department (Associate Counsel)

Brand Review

Business Review (“BR”) is the NBA's internal process for screening all consumer-facing materials, including NBA Intellectual Property (“NBA IP”). Employees from every regional office, affiliate league, and department across the organization use the BR Process weekly to submit creative assets featuring NBA IP for use externally in partner creative and activations, league promotions, events, and more.

• Oversee the weekly submission process for creative assets featuring NBA IP.
• Ensure timely and accurate review and approval of submitted materials.
• Maintain detailed records of all submissions, approvals, and discrepancies.
• Help to screen consumer-facing materials to ensure compliance with NBA guidelines and standards.
• Responsible for the submission of all materials in LATAM.
• Collaborate with various departments to ensure a smooth and efficient process.
• Provide guidance and support to employees on the BR process.
• Conduct training sessions to ensure employees understand the requirements and procedures.
• Maintain comprehensive documentation and reporting for each department and, for future reference and audit purposes.
• Continuously evaluate the BR process to identify areas for improvement.
• Implement changes to enhance the efficiency and effectiveness of the process.

Procurement

Support the procurement team by managing the day-to-day administrative tasks associated with purchasing activities. This role involves coordinating with suppliers, processing purchase orders, maintaining accurate records, and ensuring timely delivery of goods and services. It assists in evaluating vendor performance, resolving issues related to deliveries or discrepancies, and ensuring compliance with company policies and procedures. They also collaborate with various departments to gather requirements and provide updates on procurement status. Strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment are essential for success in this role.

• Execute, coordinate, and process all procurement submissions requested by each department in LATAM.
• Maintain accurate records of procurement activities, including supplier information, contracts, and reports.
• Liaise with suppliers to ensure timely delivery and resolve any issues related to proposals and deliverables until the final vendor is approved.
• Assist in evaluating vendor performance and maintaining strong supplier relationships.
• Collaborate with internal departments to gather procurement requirements and provide updates on order status.
• Ensure compliance with company procurement policies and procedures. Monitor market trends and prices to assist in cost-effective purchasing decisions.
• Support the procurement team in contract negotiations and vendor selection processes.
• Prepare and present regular procurement reports and updates to management.
• Handle administrative tasks such as filing, data entry, and maintaining procurement documentation.

Vendors Administration

Coordinating signing of agreements, payments, invoicing, and approval of vendors and suppliers at NBA. Ensures that all vendor contracts are properly executed and filed in alignment with company policies. They handle the processing of invoices, ensuring accuracy and timely payment while also monitoring compliance with agreed-upon terms. By maintaining effective communication with vendors and suppliers, this role facilitates smooth operations, supports financial accuracy, and upholds the company’s commitment to professional and efficient business practices, led by the person responsible for NBA LATAM.

• Review and support the finalization of agreements with vendors and suppliers, ensuring compliance with company policies and legal requirements.
• Review and validate invoices for accuracy, resolving discrepancies and ensuring alignment with contractual terms.
• Oversee and manage vendor payment processes, ensuring timely and accurate disbursements.
• Facilitate the approval process for vendor payments and contracts, collaborating with internal stakeholders to obtain necessary authorizations.
• Act as the primary point of contact for vendors and suppliers, addressing accounting inquiries, resolving administrative issues, and maintaining strong professional relationships.
• Ensure all vendor agreements and transactions adhere to company policies, industry standards, and regulatory requirements.
• Maintain detailed records of all contracts, payments, and vendor correspondence for auditing and reporting purposes.

• Documentations and Filling
• Maintaining and updating tax registers for both Brazil and Mexico.
• Organizing and securing access to constitutive acts and company formation documents.
• Keeping records of all legal agreements, including contracts with external vendors, service providers, and partners.
• Managing intercompany agreements between different NBA entities to ensure compliance with international regulations.
• Ensuring legal representatives’ documentation is current and accessible for audits or legal inquiries.
• Assisting in document management for regulatory compliance, including tax filings, corporate governance, and due diligence efforts.
• Collaborating with the legal and finance departments to ensure all documents are audit-ready and filed according to corporate and local requirements.
• Establishing systems for easy retrieval of documentation, such as corporate reviews, audits, and financial reporting.

Required Skills/Knowledge:

• Analytical skills and risk assessment capabilities are crucial for evaluating information and identifying potential issues
• The role demands strong analytical skills and the ability to adapt to the fast-paced and dynamic nature of the entertainment and media industry.
• Proficiency in project management, supplier management, and negotiation skills.
• Candidates should demonstrate accuracy, timeliness, and administrative efficiency are also key, particularly in handling contract management, invoice processing, and payment oversight
• Strong understanding of intellectual property rights and legal compliance.
• Excellent organizational and project management skills.
• Ability to collaborate effectively with cross-functional teams.
• Strong attention to detail and commitment to quality.
• Effective communication and organizational skills are essential for managing and tracking reports, coordinating with teams, and maintaining clear and accurate documentation.
• Proficiency in using creative asset management systems, relevant software and tools for document management and project tracking.
• Experience working with global teams and understanding of diverse cultural perspectives.
• Strong capability to organize and manage multiple reports, and documentation efficiently.
• Familiarity with expense management software and tools for data entry and report generation.
• Effective at prioritizing tasks and managing time to handle high volumes of reports and ensure timely processing.
• Competence in resolving issues related to discrepancies and policy questions.
• Minimum of 5 years of experience in a similar role, preferably within the sports or entertainment industry.

Salary Range:  

We Consider Applicants For All Positions On The Basis Of Merit, Qualifications And Business Needs, And Without Regard To Race, Color, National Origin, Religion, Sex, Gender Identity, Age, Disability, Alienage Or Citizenship Status, Ancestry, Marital Status, Creed, Genetic Predisposition Or Carrier Status, Sexual Orientation, Veteran Status, Familial Status, Status As A Victim Of Domestic Violence Or Any Other Status Or Characteristic Protected By Applicable Federal, State, Or Local Law.