Our client is a leading biotechnology company that discovers, develops, manufactures and commercializes medicines to treat patients with serious or life-threatening medical conditions. They are among the world's leading biotech companies, with multiple products on the market and a promising development pipeline.
Context:
The Commercial Portfolio Organization (CPO) is dedicated to delivering marketing, public relations, and operational support to ensure the promotion of our life-saving and life-enhancing products to customers and patients. To facilitate this, the CPO procures services from various vendors and advertising agencies. The creation, approval, and lifecycle management of these vendor contracts must be performed and is essential to ensuring our teams work compliantly with service providers.
With our client, contracts are categorized into two categories:
- Full-Service Contracts: These contracts involve vendors who are not yet preferred partners and require vetting through a vendor certification process.
- Self-Service Contracts: These contracts involve preferred vendors where work is deemed lower-risk and contracts are processed using templates owned by the client's Commercial and Corporate Services (CCS).
Position Overview:
The Vendor Operations Associate manages and processes vendor contracts, Purchase Orders (POs), and supports multiline invoices using MyBuy. Acting as a central liaison between Marketing Operations, Finance, Procurement, and CCS, this role directly engages with vendors, suppliers, HCPs, and Marketers, while supporting the onboarding of agency partners to access internal systems and tools. This role accelerates execution, maintains compliance, and provides operational and technical support to internal Marketers and external agency partners.
Key impact areas include:
- Efficiency & Optimization: Streamlining contract execution, PO generation, and invoice support to free up marketing leads for strategic execution.
- Technical & Partner Leadership: Serving as a MyBuy super-user and primary contact for contracting and purchasing support, agency onboarding, system access, and workflow resolution.
- Compliance & Financial Accuracy: Enforcing standard template usage, risk mitigation, and optimizing PO structures/FACT coding for complex agency accounts.
Responsibilities:
Contract Execution & Stakeholder Engagement
- Manage self-service contracts end-to-end (template verification, MSA compliance, approvals, and execution).
- Process prioritized full-service contracts and HCP contracting requests.
- Engage directly with vendors, suppliers, HCPs, and Marketers throughout the contract lifecycle.
- Support onboarding of agency partners to access internal systems and tools.
- Partner with CCS to refine templates, workflows, and contracting practices.
Purchasing & Invoice Operations
- Create and manage POs in MyBuy, ensuring timely review and issuance.
- Support multiline invoice processing accurately and efficiently, ensuring compliance with company policies.
- Provide customer support to Marketers and agency partners for contract and PO queries.
- Maintain complete records of all procurement and invoicing activities.
Cross-Functional & System Support
- Partner with Finance and Procurement to optimize PO structures and reporting accuracy (FACT coding) for AOR and media agency contracts.
- Troubleshoot workflow delays and submit IT tickets for system issues as needed.
- Conduct training sessions for project owners on contracting and MyBuy processes.