Job Title: Contract and Administrative Coordinator

Duration: 12 Months Contract on w2

Location: San Rafael, CA

Open to Hybrid

By providing a foundation for all operations company wide, ***’s General and Administrative teams support our mission of providing first and best in class therapeutics to patients who live with rare diseases. Our teams include groups such as finance, legal, human resources, corporate compliance and ethics, and information technology. Come join our team and make a meaningful impact on patients’ lives. We are seeking high level experienced Contract and Administrative Coordinator for our HR department at *** in San Rafael, CA based in office on a hybrid schedule.

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 Coupa system

Create Requisition for corresponding Contract within Coupa

Be the liaison and maintain excellent relationship 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 ***’s expense reporting software program (Concur). Research and resolve expense report discrepancies

HR BioWeb maintenance, work with different HR team to ensure material posted are 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 back up support)

Track Onboarding tasks for new hires

Follow-up with TA team or new hire as necessary to ensure completion of tasks related to background check, I-9, Deemed Export License and CIIA in a timely manner.

Importing candidate profile information into HCM and initiate 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

Responsive to deadlines, detail-oriented, and able to prioritize

Excellent communication and interpersonal skills.

Applies acquired job skills and company policies/procedure to complete assigned tasks that are typically semi-routine in nature.

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