Vendor Management Contracts Associate

About the role

Ergomed Group, which includes Ergomed CRO, PrimeVigilance, Prudentia and ADAMAS Consulting, supports biopharmaceutical companies in developing, delivering and safeguarding therapies in oncology, rare disease and other complex areas of medicine. The Vendor Management Contracts Associate supports the end-to-end administration of vendor contracts and supplier records, keeping them accurate, tracked and compliant with company policies and governance requirements. The role works closely with Vendor Managers, Vendor Owners, Procurement, Finance, Legal and operational stakeholders.

Key responsibilities

• Support the preparation, review and administration of vendor agreements, statements of work, amendments, renewals and termination documentation
• Draft vendor contracts and amendments using approved templates and coordinate their approval and execution
• Monitor expiry dates, renewal windows and notice periods, and track obligations, milestones and deliverables
• Maintain up-to-date vendor records and contracts in company systems, file documents according to naming conventions and governance, and support QA reviews and audit requests
• Act as a point of contact for vendor contract queries, coordinate communications across departments and escalate issues
• Work with Finance on purchase orders, invoices, budget tracking and payment queries, and prepare reports and dashboards on spend, renewals and compliance
• Support continuous improvement of vendor management processes, templates and standard operating procedures
• Back up other team members with vendor management and onboarding activities

Required profile

• Bachelor's degree in Business Administration, Finance, Supply Chain or a related field; basic legal knowledge is a plus
• Experience in contract administration, vendor management, procurement support, commercial operations or legal administration
• Understanding of contract lifecycle management and document control
• Strong organisation, attention to detail and written and verbal communication skills
• Comfortable in a fast-paced environment and able to handle confidential information with integrity

Required skills

• Microsoft Office, especially Excel, Word, PowerPoint and SharePoint
• Maintaining contract records in databases or contract management systems