Contract and Administrative Coordinator

3 weeks ago

San Rafael, United States Planet Pharma Full time

Contract and Administrative Coordinator

Duration: 12 months

Max PR: 38.38

Location: San Rafael, CA (Hybrid work option available)

Education: High School diploma required; Bachelor's Degree preferred.


The General and Administrative teams provide essential support across all company operations, playing a key role in our mission to deliver top-tier therapeutics for patients with rare diseases. Our teams include functions such as finance, legal, human resources, corporate compliance and ethics, and IT. Join us in making a meaningful difference in patients’ lives.

We are looking for a highly skilled and experienced Contract and Administrative Coordinator to join our HR department.


Top 3 Requirements:

  1. At least four years of relevant experience.
  2. Proficiency in MS Project, Excel, PowerPoint, Word, and Outlook.
  3. Strong program and vendor management experience


Key Responsibilities

Contract Management:

  • Manage the HR contract request and submission process.
  • Submit HR contracts via Coupa and SpringCM contract management systems.
  • Initiate Master Service Agreements (MSA) and Scope of Work (SOW) contract requests within SpringCM.
  • Ensure contract execution aligns with corporate policies.
  • Create new vendor profiles in Coupa.
  • Create requisitions for contracts within Coupa.
  • Serve as the primary point of contact, fostering strong relationships between vendors, department managers, legal, accounts payable, finance, and systems such as SpringCM and Coupa.
  • Keep track of contract statuses and provide regular updates.
  • Work with vendors monthly to manage accruals.
  • Track contract expiration and renewal dates, initiating renewals and extensions.
  • Update monthly accruals in Coupa receipts.
  • Utilize Coupa-generated reports for data management and decision-making.
  • Collaborate with finance to resolve queries and complete end-of-quarter true-ups.

Administrative Support:

  • Schedule meetings and coordinate logistics for both internal and external groups.
  • Manage calendars for the SVP of HR and HR Leadership Team, scheduling internal and external meetings, as well as booking events.
  • Arrange domestic and international travel plans.
  • Coordinate team and cross-functional offsite events with vendors.
  • Process and submit expense reports for the SVP of HR using Concur software. Research and resolve any discrepancies.
  • Maintain HR BioWeb, collaborating with the HR team to ensure content is up-to-date.
  • Assist with special projects and ad hoc tasks, such as preparing presentations, organizing spreadsheets, or creating organizational charts.

Onboarding Support (Backup Role):

  • Track and follow up on onboarding tasks for new hires.
  • Ensure timely completion of tasks like background checks, I-9, Deemed Export License, and CIIA by liaising with the TA team and new hires.
  • Import candidate profiles into the HCM system and initiate the onboarding process.
  • Process I-9 requests in I9Advantage and track expiring work authorizations.
  • Conduct audits of employee files for compliance, ensuring missing or expired documents are addressed.


Requirements

High School diploma required; Bachelor's Degree preferred.


Experience:

  • At least four years of relevant experience.
  • Experience supporting executives is preferred.
  • Proficient with standard office software applications.
  • Strong ability to meet deadlines, maintain attention to detail, and prioritize tasks effectively.
  • Excellent communication and interpersonal skills.
  • Ability to work independently while following established guidelines.
  • Discretion in handling confidential information.
  • Strong written and verbal communication skills, with the ability to multitask.
  • A team player who thrives in a fast-paced, collaborative environment.
  • Exceptional organizational skills with the ability to work under tight deadlines.
  • Enjoys a challenging, high-speed work environment.


Technical Skills:

  • Proficiency in MS Project, Excel, PowerPoint, Word, and Outlook.
  • Experience with Oracle HCM is a plus.
  • Familiarity with Coupa and SpringCM is preferred.
  • Strong program and vendor management experience.
  • Excellent customer service and analytical skills, with the ability to engage with all levels of the organization.

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