Site Budget & Contracts Specialist II

Kapadi Pty; Polska; On-site; PLN 150,000 - 190,000; Full time

Benefits offered by this job

Remote work

Professional development

Top Employer 2026

Benefits cafeteria

Job summary

Kapadi is a leading CRO focused on oncology indications, expanding its contracting and budgeting capabilities. We seek a Site Budget & Contracts Specialist II to manage site contracts, CTAs, and budget discussions with trial sites across Poland and the EU.

You will coordinate with Legal, Finance, Clinical Operations, Regulatory Affairs, and Data Privacy, maintaining trackers in CTMS/eTMF and supporting sponsor calls and study team meetings.

Qualifications

• Experience in clinical trial site contracting and/or site budget negotiations within CRO, sponsor, or similar clinical research environment in Poland and EU countries.
• Strong understanding of clinical trial start-up processes, CTA negotiation, and budget management.
• Experience negotiating contracts and budgets directly with clinical trial sites.
• Familiarity with FMV principles and site payment processes.
• Strong stakeholder management, negotiation, organizational, and communication skills.
• Ability to manage multiple studies and priorities in a fast-paced environment.
• Experience working with CTMS, eTMF, contract management, and budget tracking systems.
• Fluent in Polish and English, both written and spoken.

Responsibilities

• Drafting, review, negotiation, and finalization of site contracts, clinical trial agreements (CTAs), amendments, addenda, and related agreements
• Negotiation of site budgets, investigator grants, and payment schedules with clinical trial sites
• Development and review of budget components including start-up fees, per-patient costs, screen failures, pass-through costs, pharmacy/laboratory fees, overheads, and close-out fees
• Collaboration with Legal, Finance, Clinical Operations, Regulatory Affairs, Data Privacy, and other stakeholders to resolve contract and budget issues
• Maintenance of contract and budget trackers, providing status updates, risk identification, and escalation of negotiation bottlenecks
• Management of document filing and tracking within CTMS, eTMF, and related systems
• Participation in sponsor calls, study team meetings, and bid defenses as the contracting and budget subject matter expert

Skills

Budget negotiations

Contract negotiation

CTMS experience

eTMF experience

Stakeholder management

Communication skills

Multitasking

Team coordination

Tools

CTMS

eTMF

Contract management systems

Budget tracking tools

Job description

Kapadi is a full service CRO that focuses on complex oncology indications including immunotherapy and cellular therapies. We know that innovative research requires innovative operations and we've built that into our culture, systems and processes. We have an infrastructure to enhance access to patients and integrated technology to provide higher quality and faster access to results. We are looking for a Site Budget & Contracts Specialist II to help us continue to grow our business and deliver new, life-changing therapies for the cancer patients who need them.

Your responsibilities

• Drafting, review, negotiation, and finalization of site contracts, clinical trial agreements (CTAs), amendments, addenda, and related agreements
• Negotiation of site budgets, investigator grants, and payment schedules with clinical trial sites
• Development and review of budget components including start-up fees, per-patient costs, screen failures, pass-through costs, pharmacy/laboratory fees, overheads, and close-out fees
• Collaboration with Legal, Finance, Clinical Operations, Regulatory Affairs, Data Privacy, and other stakeholders to resolve contract and budget issues
• Maintenance of contract and budget trackers, providing status updates, risk identification, and escalation of negotiation bottlenecks
• Management of document filing and tracking within CTMS, eTMF, and related systems
• Participation in sponsor calls, study team meetings, and bid defenses as the contracting and budget subject matter expert

Our requirements

• Previous experience in clinical trial site contracting and/or site budget negotiations within a CRO, sponsor, or similar clinical research environment in Poland and additional EU countries
• Strong understanding of clinical trial start-up processes, CTA negotiation, and budget management
• Experience negotiating contracts and budgets directly with clinical trial sites
• Familiarity with FMV principles and site payment processes
• Strong stakeholder management, negotiation, organizational, and communication skills
• Ability to manage multiple studies and priorities in a fast-paced environment
• Experience working with CTMS, eTMF, contract management, and budget tracking systems
• Fluent in Polish and English, both written and spoken
• Used to direct client and site interaction

Preferred qualifications:

• Experience supporting multinational studies and negotiations across different countries
• Working knowledge of EU CTR / CTIS processes and their impact on site contracting activities
• Experience with contract lifecycle management systems and budget modeling tools

What we offer

• remote work opportunities,
• professional development in a well‑established company with a strong market position,
• employment in a company awarded the Top Employer 2026 certificate – we create a work environment based on trust, collaboration, and diversity,
• a comprehensive benefits package in the form of a cafeteria system – you decide which benefits best suit your needs.