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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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