Distribute executed contracts; coordinate W-9, ACH, and vendor setup in CloudSuite/PSA.
Maintain contractor systems; ensure IT provisioning and access (ERP, Workfront).
Track hours, monitor compliance, and resolve system issues in partnership with the Enterprise Systems team.
Support vendor and software utilization; maintain contract dates, license costs, and user lists.
Support the business in drafting and routing MSAs for new vendors; manage renewals and payment arrangements.
Govern tools tracker to prevent duplicate sign-ups and collaborate with IT where needed and identify areas of overlap; publish catalog for internal visibility.
Identify opportunities for multi-service line enterprise contracts; negotiate contracts as needed.
Partner with IT for security and compliance while retaining business-specific configurations.
Review timesheets and assist with adjustments; validate ERP data.
Maintain PSA admin access and Contract Management System licenses to support workflows for freelancers, vendors, and client-specific requests.
Coordinate with Finance and Legal for approvals and reporting needs.
Set up vendors and freelancers in Workfront; onboard and offboard users.
Manage exceptions reports, update user groups, and create new brands as needed to support 3rd party contractors.
Support special projects across agency operations.
Facilitate end-of-month and monthly timecard/invoice reminders for Contractors and other vendors.
Assist with cross-functional requests from Operations, Finance, and IT as needed.
Requirements
Bachelor’s degree in Business, Communications, Marketing, finance or related field; 3-5 years of related experience, especially managing freelancers, vendors, and software in an agency agencies or life sciences setting.
Proven experience with contract administration and related tools (Icertis or similar), project/resource management experience and related tools (Workfront, PSA), and DAM workflows.
Strong negotiation, stakeholder/project management, and process design skills; high attention to detail and ability to manage fluctuating workloads.