Contract Administrator

3 days ago

San Rafael, United States TalentBurst, an Inc 5000 company Full time

Position: Contract and Administrative Coordinator, Req#: 35568733

Location: San Rafael, CA (this is a hybrid/flex position)

Duration: 12+ Months Contract



Job Description:

We are seeking a high-level experienced Contract and Administrative Coordinator for our HR department in San Rafael, CA based in the office on a hybrid schedule.

Education and Experience:

  • A High School diploma is required and a Bachelor's Degree is strongly preferred.
  • Minimum of four years of related experience
  • Prior experience supporting executives is preferred
  • Experienced at using standard office software applications, appropriate for the function supported


Skills:

  • Responsive to deadlines, detail-oriented, and able to prioritize
  • Excellent communication and interpersonal skills.
  • Applies acquired job skills and company policies/procedures to complete assigned tasks that are typically semi-routine.
  • Able to work independently on most tasks, following established guidelines.
  • Requires instructions only on new assignments
  • Ability to be discrete and maintain confidential information
  • Strong written and verbal communication skills and the ability to multi-task
  • Team player who operates in a fast-paced team-oriented setting
  • Must be organized and able to work under tight deadlines
  • Enjoys a challenging fast-paced environment and demonstrates strong organizational skill
  • Proficiency with MS Project, Excel, PowerPoint, Word and Outlook, Oracle HCM
  • Preferred knowledge of Coupa and SpringCm
  • Strong Program and Vendor Management experience
  • Strong customer service and analytical skills and ability to liaise with all levels of the organization
  • Able to effectively handle and protect sensitive and confidential company information


Key Responsibilities:


Contract

  • Own the Contract Request and Submission Processing for HR
  • Responsible for submittal of HR contracts within Coupa and SpringCM contract management systems
  • Submit MSA (Master) and SOW (Scope of Work) contract request within SpringCM
  • Ensure contract execution is in accordance with Corporate policy
  • Create new vendors within the Coupa system
  • Create a Requisition for the corresponding Contract within Coupa
  • Be the liaison and maintain excellent relationships between Vendors, Department Managers, Legal, Accounts Payable, Finance, SpringCM and Coupa
  • Maintain up-to-date knowledge of contract status
  • Connect with vendors monthly for estimated accruals
  • Track the end dates and renewal dates for all client contracts, initiating renewal/extension
  • Update Coupa Receipts with monthly accruals
  • Effectively utilize reports and data extracted from Coupa
  • Meet with Finance to review questions and end-of-quarter true-ups.

Administrative support

  • Schedule meetings with internal and external groups as needed, including organizing meeting logistics
  • Maintain calendars for SVP HR and HRLT Executives, including scheduling meetings both internally and externally, and booking various events
  • Coordinate travel arrangements, both domestically and internationally
  • Plan team and cross-functional offsites through coordination with vendors
  • Process and submit expense reports for SVP HR using BioMarin’s expense reporting software program (Concur). Research and resolve expense report discrepancies
  • HR BioWeb maintenance, work with the different HR teams to ensure material posted is updated
  • Ability to handle special projects and ad hoc requests as needed, e.g. assistance with preparing a presentation, org charts, spreadsheets, etc.

Onboarding (trained as backup support)

  • Track Onboarding tasks for new hires
  • Follow-up with the TA team or new hire as necessary to ensure completion of tasks related to a background check, I-9, Deemed Export License and CIIA in a timely manner.
  • Importing candidate profile information into HCM and initiating Onboarding.
  • Enter I-9 request within I9Advantage as needed. Follow up with Operations regarding expiring work authorization.
  • Audit employee files for compliance, identify missing and expired items, and secure these documents for file completion

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