Life Science Contract Coordinator

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Title: Contract Coordinator

Industry: Life Science

Location: 2-3x Onsite in Waltham, MA

Duration: 6+ months with potential to extend

The Contract Coordinator will be a key member of the U.S. Brand Marketing team, supporting marketing operations by managing and processing purchase orders (POs), vendor onboarding, and master service agreements (MSAs). This contractor will play a vital role in ensuring that marketing programs, campaigns, and vendor partnerships move forward smoothly by enabling efficient procurement and contract workflows.

Key Responsibilities

Marketing‑Focused Purchase Order (PO) Management

• Create, review, and process purchase orders for marketing programs, events, agencies, creative services, and promotional activities.
• Ensure PO accuracy, including pricing, scopes of work, timelines, and alignment with marketing budgets.
• Coordinate with brand managers and marketing leads to gather necessary documentation, approvals, and vendor information.

Speaker Bureau Entry and Tracking

• Completes all filings necessary for Advisory Boards, Speaker Bureau, and Symposia including contracting, speaker tiering, letters of agreement, proof of performance, and payment reconciliations.
• Conducts yearly activities including essential Speaker initial contracting and year end close out activities for all HCP reporting. Coordinates with agency partners, TLLs, cross-functional teams, and marketing leads to gather necessary documentation, approvals, and vendor information.

Master Service Agreement (MSA) & Marketing Contract Support

• Support the intake, routing, review, and execution of MSAs, SOWs, amendments, and consulting agreements specifically tied to marketing activities.
• Maintain accurate contract records, version control, and documentation in the contract management system.
• Route agreements for approval and signature through DocuSign or internal workflow systems.
• Partner with Marketing, Legal, and Procurement to ensure contracts comply with company policies and marketing requirements.
• Track contract renewal or expiration timelines for marketing agencies and service providers.

Vendor Onboarding & Data Management

• Facilitate onboarding for marketing vendors (agencies, print suppliers, digital partners, consultants, etc.).
• Ensure collection of all required compliance documents, tax forms, and vendor information.
• Maintain up‑to‑date vendor, PO, and contract data used by the marketing team for planning and budget tracking.

Qualifications

• 2+ years of experience in procurement, contracting, marketing operations, or administrative coordination.
• Experience processing POs or contracts in a corporate environment.
• Ability to manage high‑volume workflows and meet deadlines in a fast‑paced marketing environment.

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