• Contracts Coordinator (VMO Sourcing & Contracts)

    Location US-CA-Hercules
    Requisition ID
    2018-6889
    # of Openings
    1
    Category
    IT/Software
  • Overview

    Bio-Rad is looking for a Contracts Coordinator (VMO Sourcing & Contracts).

     

    This position will be working as part of a cross-functional team and will be primarily responsible for (a) the preparation, contract review and evaluation, reconciliation, and processing of software, hardware and subscription renewals, managed and consulting services, and assist with other transactional support functions; (b) contract administration and management of product and service commodities under the VMO work stream(s); (c) assist the management of strategic vendors; and (d) support the development and delivery of Global Information Technology (“IT”) vendor management office Initiatives.

    Responsibilities

    • Process contractual renewals of software / hardware maintenance, software subscriptions, professional consulting and/or other Information Technology (“IT”) services for Bio-Rad’s Global IT organization.
    • Manage process and work stream flow of sourcing documents between all Global IT departments.
    • Gather, compile, and manage disparate pieces of data and documentation that are essential to the administration of contract renewals supported by the VMO’s work stream(s).
    • Implement contract administration procedures to coordinate, monitor, and track transaction processing of contract renewals and other service transactions managed under the VMO work stream(s).
    • Research, collect, collate and prepare all necessary supportive documentation including governing terms for VMO contract review and process.
    • Review, analyze, and validate accuracy of such source documents received against third party contractual terms and financial budget, and transactional structure.
    • Assist in the resolution of contract and invoicing discrepancies found with internal and external stakeholders including third party vendors; and ensuring third party contracts and their provisions are managed and applied appropriately.
    • Coordinate contract reviews with Corporate Legal personnel, as required, to prepare various contractual instruments including order forms, notices, amendments, addendums, statements of works, services agreements, etc.,
    • Create purchase requisition(s) in SAP for validate third party product and service transactions.
    • Manage SAP Workflow process and manage purchase requisitions in SAP for validate third party product and service orders; ensure the contract provisions are accurately reflected in the invoices.
    • Reconcile invoices, time sheet and/or expense report ensuring that prices are consistent with the terms of the governing agreement.
    • Support contract management and administration of third party contracts to ensure that their provisions are managed and applied appropriately.
    • Assist with third party On-Boarding.
    • Monitor and manage 30/60/90 pipeline reviews and tracking pipeline against transactions process to determine nothing is omitted.
    • Assist VMO personnel with VMO sourcing initiatives; and other initiatives to reduce cost.
    • Assist in the resolution of third party contract disputes.
    • Interface with Account Payable representative(s) to resolve third party billing issues.
    • Assist internal stakeholders as a single point of contact to address questions regarding third party contracts, quotes, renewal status, invoices, SAP system and purchase requisitions.
    • Implement effective and sustainable controls are in place to meet compliance requirements and assist in supporting audit requirements.
    • Organize and maintain files, both electronic and hard copies.
    • Assist in the development VMO documentation for policies and procedures.
    • Data mining to gather information relative to the application environment (e.g.; application function, software purpose, relationship to other IT platforms).
    • Assist with contributing to VMO work stream process efficiencies and effectiveness.
    • Back up the Level 2 Corporate Software License Management Work stream from time to time, in the processing annual software renewals and software licensing fulfillment.
    • Support L2 work stream from time to time by taking appropriate actions to resolve variances and/or discrepancies (e.g.; Product licensing, order fulfillment, etc.)
    • Assist with high volume data entry into SAP (creating maintenance purchase requisitions, etc.)
    • Assist in the monitoring and tracking software licensing fulfillment through the L2_Global License Management work stream.
    • Assist with managing and tracking software license inventory and asset management.
    • Assist in the resolution of open licensing and procurement issued.
    • Assist with governing cadence and vendor management of approved suppliers.
    • Acting as a point of contact to such supplier(s) in resolution of fulfillment issues with end user stakeholders.
    • Assist with management of vendor database tracking and financial records, and Reporting.
    • Assist in the consolidation, management and maintenance of department data, including financial data, and transactional data needed to support the VMO work stream.
    • Support financial budget development and reporting requirements.
    • Tracking outcome of those environments renewal in vendor database tracking and impact to budget.
    • Assist in preparing vendor spend reports, financial impact reports.
    • Assist in completing month end, quarter end and year-end reports including monthly financial accruals and Open PO reporting.

    Qualifications

    • BA/BS Degree in Business Administration, Finance preferred or equivalent experience.
    • Proficient in Microsoft Office applications, Excel, Word and PowerPoint.
    • Proficient in the SAP ERP system.
    • Minimum of 3 - 5 years’ experience working is support of IT contract management/ contracts administration or vendor management role.
    • Minimum of 3 years’ experience working with one or more of the following commodities categories: Software Licensing/Maintenance, Software as a Service, Hosted Platforms/Services, Data Center, Hardware, Desktop, Professional Consultant Services and/or other related IT Outsourcing and Managed IT Services.
    • Possess ability to: (i) comprehend and apply commercial contract terms and conditions reflected in numerous source documents, (ii) identify business and financial areas of concerns, and (iii) provide recommendations for resolutions.
    • Demonstrates ability to multi-task in a high volume, fast past and demanding environment.
    • Demonstrates understanding of reconciliation of billing issues, settlement and billing processes.
    • Possess excellent oral and written communication skills, and ability to effectively communicate with and influence internal and external stakeholders.
    • Strong analytic skills; experience in data analysis with attention to detail.
    • Ability to work independently with minimal supervision.
    • Demonstrates the ability to work professionally in person, via Email and over the phone.
    • Strong team player.
    • Ability to effectively establish thriving working relationship with internal and externally stakeholders.
    • Highly organized and demonstrates ability to prioritize a wide array of initiatives and to work effectively under tight deadlines.
    • Proficient with reading commercial terms associated with key IT.
    • Financial services experience a plus.

     

    About Bio-Rad:

     

    Bio-Rad is a global leader providing a broad array of clinical diagnostics and life science research products. With a team of more than 7,800 employees and a global network of operations serving our customers, we help people live longer, healthier lives.

     

    Bio-Rad was founded over six decades ago and has continued to provide the healthcare industry with innovative and useful products that help life science researchers accelerate the discovery process and medical diagnostic labs obtain faster, better results.

     

    EEO/AA Employer/Veterans/Disabled/Race/Ethnicity/Gender/Age

     

    Agency Non-Solicitation:

     

    Bio-Rad does not accept agency resumes, unless the agency has been authorized by a Bio-Rad Recruiting Representative. Please do not submit resumes unless authorized to do so. Bio-Rad will not pay for any fees related to unsolicited resumes.

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