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