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