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Contracts Coordinator (M/F/D)
Tasks:
Manage Contract Management Systems (CMS)
Handle vendor and site contracts from initiation to archiving, ensuring accurate filing and database updates
Coordinate Contract Signatures
Distribute and track contracts for internal/external signatures, promote electronic signature solutions
Handle Purchase Orders & Contract Distribution
Process and distribute POs along with signed contracts to stakeholders
Archive and Redact Contracts
Scan, store, redact, and archive executed contracts in legal database, especially for audits/inspections
Support Site Contracts (including CDAs)
Track, scan, and distribute wet ink site contracts; handle courier logistics and database archiving
Manage HCP Contracts
Draft, review, circulate, and finalize contracts with Health Care Professionals, and ensure SAP/VMD data accuracy
Support e-signature training/testing for CRO partners and maintain related training materials and KPIs
Prepare documents, organize meetings, maintain department portals, and assist with travel and office needs
Adhere to UCB SOPs, ICH/GCP, and regulatory requirements in all documentation and contract processes
Identify process inefficiencies and participate in optimizing procedures and system usage.
Qualification:
Minimum 3 years’ experience in administrative, secretarial, or documentation roles (preferably in pharma/biotech/CRO).
High attention to detail and accuracy in handling complex documentation.
Excellent English communication skills (written and verbal); German or French is a plus.
Strong organizational and time-management skills to manage multiple priorities independently.
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
Understanding of clinical development regulations (FDA, EMA, ICH/GCP) and trial documentation.
Experience with legal or paralegal documents is an advantage.
Proactive, flexible, and able to handle shifting priorities without close supervision.
Strong interpersonal skills to coordinate with global stakeholders and teams.
Ability to identify and implement best practices and improve contract coordination processes.
Requirements:
Start: 01.09.2025
Duration: 4 months + extension until 31.12.2026 possible
Capacity: 5 days per week (2 days onsite + 3 days in the office)
Location: Monheim, Germany
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