Contracts Coordinator

Richmond Pharmacology; Greater London; On-site; GBP 42,000 - 54,000; Full time

Job summary

Richmond Pharmacology in London Bridge is seeking a Contracts Coordinator to lead the financial management of clinical trial projects, focusing on contract management, budgeting, and vendor coordination to ensure projects run on time and within budget.

The role involves preparing contracts, timelines, defining roles, managing payment schedules, tracking costs, and maintaining systems like eMS and Prefect, with collaboration across sponsors and internal teams.

Qualifications

• Experience in managing high‑value contracts.
• Proficient with multiple software packages used in contract management.
• Experience juggling multiple projects simultaneously.
• Proven ability to engage and manage external B2B stakeholders.
• Strong negotiation skills and commercial acumen.
• Project Management qualification is desirable.

Responsibilities

• Prepare, update and arrange reviews for contracts and related documents (NDAs, LOAs, SOWs, MSAs, Work Orders).
• Develop high-level timelines before contract execution with key milestones.
• Define roles and responsibilities for internal and sponsor teams and maintain a study contact list.
• Review final protocol to ensure accurate financial planning and prepare change orders.
• Issue Task Orders to study team per contractual requirements.
• Maintain monthly payment schedules and ensure clarity for Richmond and sponsor.
• Track costs and liaise with finance to generate invoice reports and ensure payments.
• Update monitoring visit trackers to support study progress oversight.
• Set up vendor contracts and upload contracts into eMS and Prefect systems.
• Prepare indemnity forms and manage insurance certificates and coverage.
• Support delivery teams with commercial insights to drive cost control and improvements.

Skills

Contract management

Budgeting

Negotiation

Stakeholder management

Project coordination

Financial tracking

Education

Business/Finance/Commercial degree

Tools

eMS

Prefect

Excel

MS Office

Job description

Contracts Coordinator

Department: Commercial

Employment Type: Full Time

Location: Richmond Pharmacology HQ

Description

Job Title: Contracts Coordinator

Location: London Bridge (4 days on-site)

Term: Permanent, Full-time

Salary: Competitive + Benefits (Private Medical, Private Dental, Life Assurance, Private Pension & many more)
Purpose of the job

The main purpose of the Contacts Coordinator position within Richmond is to be responsible for the financial management of clinical trial projects. This role will manage the commercial components of clinical trials, including recognising and capturing business opportunities. With a focus on contract management, financial tracking, and project planning, the role is pivotal in driving project efficiency and seamless communication among stakeholders.

By preparing and updating contracts, managing financial aspects, and coordinating vendors, the Contracts Manager contributes significantly to the organisation’s ability to deliver projects on time and within budget.

Main duties and responsibilities

• Prepare, update, and arrange reviews for contracts, including Confidentiality Disclosure Agreements, Letters of Agreement, Statements of Work, Master Service Agreements, and Work Orders.
• Develop and prepare the initial high-level timelines prior to contract execution, working with relevant stakeholders to outline the key milestones, deliverables, and major activities that are to be accomplished throughout the duration of the study.
• Define and outline the specific roles and responsibilities of both internal team members, and external sponsors involved in the execution of studies, including the creation of a study contact list to ensure efficient communication throughout the study lifecycle.
• Manage the project budgets by reviewing the finalised protocol to ensure accurate financial planning. Prepare change orders as required to guarantee financial alignment and effective resource utilisation.
• Issue Task Orders to the study team per the contractual requirements and agreed deliverables.
• Maintain and update the Payment Schedule Calculator every month to ensure the financial aspects of the project are well managed, and both Richmond and the sponsor have a clear understanding of the payment schedule throughout the project’s lifecycle.
• Track and report monthly PV, external monitoring, screen failure and other project related costs, liaising with finance to create invoice reports and ensuring the invoices are paid by the sponsor.
• Update the monitoring visit tracker to maintain accurate records and facilitate oversight of study progress.
• Manage the setup of vendor contracts and ensure seamless uploading of study and vendor (study-related) contracts into eMS and Prefect systems.
• Handle the preparation of indemnity forms, coordinating reviews and managing statements of Insurance Cover and certificates for both Richmond and the sponsor. and maintain a well organised list to facilitate seamless communication.
• Support delivery teams with commercial insights, promoting cost control and continuous improvement.

Qualifications and Experience

• Relevant qualifications in Business, Finance, Commercial, Engineering, Life Sciences or similar
• Comfortable managing complex contracts of high value
• Experienced and comfortable in using a variety of software packages
• Substantial experience in managing multiple projects simultaneously
• Significant experience in independently managing clients / external B2B stakeholders
• Strong negotiation skills
• Project Management Qualification (Desirable)