Job Description

We are seeking a detail-oriented and proactive professional to manage and coordinate agency agreements, including exclusive, non-exclusive, and temporary staffing contracts. This role will also support procurement activities by leveraging systems such as SAP/Ariba to create purchase orders and ensure compliance with company policies. The ideal candidate has a strong background in contract administration, agency/vendor management, and procurement operations.

ESSENTIAL RESPONSIBILITIES:

• Draft, review, and maintain exclusive, non-exclusive, and temporary staffing agreements with agencies.
• Collaborate with internal legal counsel on contract negotiations, redlining, and revisions to ensure terms align with company policies and minimize risk.
• Conduct initial legal review of contract language (indemnification, liability, confidentiality, and termination clauses) before escalating to counsel.
• Manage the contract lifecycle process, including drafting, execution, amendments, renewals, and expirations.
• Maintain organized records of agreements, ensuring proper version control and accessibility in contract management systems.
• Support procurement functions by creating and tracking purchase orders i n SAP or Ariba.
• Assist in vendor onboarding, ensuring all legal and compliance documentation is obtained and up to date
• Partner with internal stakeholders and legal teams to ensure compliance with contractual and procurement requirements.
• Negotiate terms with agencies to align with business needs while mitigating risks.
• Prepare and circulate contract summaries for business stakeholders, highlighting key obligations and deliverables.
• Monitor contract performance and ensure compliance with all terms and conditions.
• Serve as a liaison between legal, procurement, HR, business stakeholders, and external agencies to resolve issues or disputes.
• Support audits by providing contract documentation, purchase order history, and compliance evidence as needed.
• Track and report on spend, utilization, and agency performance against contractual obligations.
• Ensuring timely invoices from vendor partners and coordinating and tracking invoices and unbilled amounts monthly to ensure timely accrual, approval, and payment.
• Collecting data, preparing monthly spend reconciliation, and building reports to ensure non-invoiced services can be accrued appropriately.
• Monitoring and assessing department spend for improved budget forecasting accuracy and purchase order expenditure.
• Analyzing data and preparing summaries to explain forecasting deviations from budget as spending patterns develop over time.
• Reconciling vendor account statements and resolving discrepancies.

Tool Optimization:

• Create, track, and manage purchase orders within SAP or Ariba.
• Monitor contract performance, expiration dates, and renewal needs.
• Maintain accurate records of agreements and related procurement documentation.
• Support vendor onboarding and ensure adherence to company standards and procedures.
• Provide reporting and analysis on contract utilization and spend.
• Act as a liaison between business units, procurement, and external agencies to resolve issues.
• Identifying and implementing tools that enable more effective and efficient processes for Human Resources administration.
• Additional opportunity to assist with strategic management of intellectual property activities, including monitoring the patent portfolio and critical deadlines.
• Identify opportunities for the team to work and play more cross-functionally

CAPABILIITIES / COMPETENCIES

• Exceptional attention to detail and willingness to become proficient with necessary systems (Legal Tracker, SAP, Ariba, others).
• High level of professionalism and the ability to maintain confidentiality and exercise discretion while engaging with Company personnel and third parties at all levels of an organization.
• A strong team player who is resourceful, highly organized, self-motivated, able to take initiative and problem solve independently, and actively seek help from colleagues when appropriate.
• Strong command of Microsoft Office suite of programs, including Excel, PowerPoint, Word, OneNote, and Teams, as well as experience using email and calendar software (Outlook).
• A keen interest in exploring, learning, and adapting new technologies and features (for example, Power Automate and Power BI) and agile methodologies to create efficiencies and scale.
• Ability to work independently while prioritizing and managing multiple tasks efficiently in a fast-paced, detail-oriented, and deadline-driven environment.
• Excellent organization, analysis and time management skills
• Excellent communication (verbal and written) and interpersonal skills.

PROFESSIONAL EXPERIENCE / OTHER CONSIDERATIONS

• Bachelor’s Degree is preferred.
• Required to be on-site in Bedford, MA office 3 days a week

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