The Vendor Management Contracts Associate supports the end-to-end administration of vendor contracts and supplier records, ensuring contracts are accurately maintained, tracked, and managed in accordance with company policies and governance requirements. Working closely with Vendor Managers, Vendor Owners, Procurement, Finance, Legal, and Operational stakeholders, the role provides contract lifecycle support, maintains contract documentation, and assists with renewal, compliance, and reporting activities. Strong organizational skills and the ability to manage deadlines independently are essential.
Role and Responsibilities
Contract Administration & Lifecycle Support
Support Vendor Managers and business stakeholders in the preparation, review, and administration of vendor agreements, statements of work (SOWs), amendments, renewals, and termination documentation.
Draft vendor contracts and contract amendments using approved templates and stakeholder-provided information.
Coordinate contract approval and execution processes, ensuring all required reviews and approvals are completed.
Monitor contract expiry dates, renewal windows, and notice periods, proactively highlighting upcoming actions to Vendor Managers and stakeholders.
Assist in tracking contract obligations, key milestones, and deliverables throughout the contract lifecycle.
Vendor Documentation & Governance
Maintain accurate and up-to-date vendor records, contracts, agreements, and supporting documentation within company systems and repositories.
Ensure all executed agreements and associated documents are filed and maintained in accordance with document management standards, naming conventions, and governance requirements.
Support quality assurance reviews of vendor documentation to ensure completeness, accuracy, and compliance with company policies.
Assist with audit requests, compliance reviews, and documentation retrieval activities.
Stakeholder Coordination
Act as a point of contact for routine vendor contract administration queries and follow-up activities.
Coordinate communications between Vendor Managers, Vendor Owners, Finance, Procurement, Legal, Risk, Compliance, and operational stakeholders as required.
Escalate contract, compliance, or vendor-related issues to the appropriate stakeholders for review and resolution.
Provide regular updates to the Vendor Management team regarding contract status, upcoming renewals, and outstanding actions.
Financial & Reporting Support
Coordinate with Finance regarding purchase orders, invoices, budget tracking, and vendor payment queries.
Support the maintenance of vendor spend, contract, and renewal reporting information.
Prepare regular reports, dashboards, and management information relating to vendor contracts, renewals, compliance activities, and vendor data.
Assist in the collection of information required for budget planning and vendor forecasting activities.
Process Improvement
Support continuous improvement initiatives relating to vendor management processes, contract administration, record management, and reporting.
Assist in maintaining contract templates, process documentation, guidance materials, and standard operating procedures.
Identify opportunities to improve data quality, contract tracking, and administrative efficiency.
Specified Additional Responsibilities
Support and back up other team members with vendor management and onboarding activities as per the vendor management processes.
- Bachelor's degree in Business Administration, Finance, Supply Chain, or related field. Basic knowledge in Legal area is a plus.
- Experience in contract administration, vendor management, procurement support, commercial operations, legal administration, or a related discipline.
- Understanding of contract lifecycle management principles and document control processes.
- Strong organisational skills with the ability to manage multiple priorities and deadlines.
- Excellent attention to detail and accuracy in document preparation and record management.
- Strong written and verbal communication skills.
- Proficiency with Microsoft Office applications, particularly Excel, Word, PowerPoint, and SharePoint.
- Experience maintaining contract records and managing documentation within databases or contract management systems.
- Collaborative and customer-focused.
- Highly organised with strong attention to detail.
- Proactive and willing to take ownership of assigned activities.
- Comfortable working in a fast-paced environment with changing priorities.
- Demonstrates integrity and professionalism when handling confidential information.
- Committed to delivering high-quality work and continuous improvement.
When you join Ergomed Group, you make a difference by helping to bring safe and effective pharmaceutical treatment to patients around the world. You’ll join a passionate and collaborative team of experts in clinical research, pharmacovigilance, and quality consulting.
We are diverse in many ways, yet our values unite us. Our values are how we work, not words on a wall. If they sound like you, you will feel at home here.
- Quality: we hold ourselves to the standard patients deserve.
- Integrity and trust: we do the right thing, especially when it is hard.
- Drive and passion: we care about the outcome, because someone is waiting on it.
- Agility and responsiveness: we move quickly, because patients cannot wait.
- Belonging: everyone is welcome, and every voice counts.
- Collaborative partnerships: we go further by going together.
We look forward to welcoming your application.