Contract and Administrative Coordinator - TalentBurst

Contract and Administrative Coordinator
San Rafael, CA
12 Months

Open to Hybrid

By providing a foundation for all operations company wide, client'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 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 client'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.

High School diploma is required and Bachelor's Degree is strongly preferred.

Experience:

• • Minimum of four years related experience
  • Prior experience supporting executives is preferred
  • Experienced at using standard office software applications, appropriate for the function supported.