Document Control Records Management – Contract Associate

Planet Pharma; San Rafael (CA); On-site; USD 48,000 - 65,000; Full time

Job summary

Planet Pharma seeks an experienced Contracts/Procurement professional to manage end-to-end contracting, requisitions, and vendor activities. You will handle submissions from draft through signatures, maintain supplier data, and coordinate with Procurement, Finance, and Legal to keep processes moving efficiently.

You will leverage SAP/Ariba and Coupa/Spend Source to streamline workflows, monitor compliance, and support continuous improvement in a regulated environment.

Qualifications

• > Prior experience in contract management required.
• "> Strong acumen for SAP/Ariba and Coupa/Spend Source platforms.
• "> Comfortable with ambiguity and navigating complex processes and systems.
• "> Ability to work independently and proactively solve problems, and drive issues to resolution.
• "> Detail-oriented: proofreading and editing, accurate, high-quality work.
• "> Strong MS Office skills (Word, PowerPoint, Excel).
• "> Manage multiple priorities with aggressive timelines in a fast-paced, regulated environment.
• "> Learn and leverage new systems, tools, and AI-enabled solutions for efficiency.
• "> Strong written and verbal communication; customer service orientation.
• "> Build cross-functional partnerships and collaborate across teams.
• "> Identify risks, resolve issues, and communicate across stakeholders.
• "> Continuous improvement mindset for workflows.

Responsibilities

• End-to-end contract management from draft to final signatures.
• Monitor and track requisition requests from submission to financial approval and PO creation.
• Create/submit contract and requisition requests using SAP/Ariba and Coupa/Spend Source.
• Research and verify active vendors; handle supplier submissions or updates.
• Draft and route NDAs, SOWs, and Change Orders for review/negotiation.
• Liaise between internal partners and vendors to enable contract execution.
• Build relationships with internal stakeholders and collaborate cross-functionally.
• Coordinate complex workflows among Procurement, Finance, and Legal for timely tasks.
• Serve as operational point for SIPE processes and governance across activities.
• Lead Market Research and Social Listening compliance and data quality processes.
• Strengthen operational processes through cross-functional collaboration.
• Support continuous improvement by standardizing workflows.

Skills

Contract management

SAP/Ariba

Coupa/Spend Source

Ambiguity navigation

Problem solving

Attention to detail

MS Office

Multi-priority management

Communication

Tools

SAP/Ariba

Coupa/Spend Source

Job description

Pay 35-47/hr depending on experience

Duties

• End-to-end contract management, including receiving and submitting, monitoring and tracking a large volume of contracts from draft through final signatures
• Monitoring and tracking a large volume of requisition requests from submission to financial approval and PO creation
• Creating and submitting contract and financial requisition requests using SAP/Ariba (contracting & procurement platform) and Coupa/Spend Source (spend management tool)
• Researching vendors in systems to determine if vendors are active, prior to contracting new relationships; handle new supplier submissions or updating existing suppliers as necessary
• Drafting and routing multiple contract types for review/negotiation: Non-Disclosure Agreements, Scopes of Work, and Change Orders
• Acting as a liaison between the company, internal business partners, and outside vendors to facilitate contract execution
• Building and maintaining relationships with internal business partners
• Engaging with other functional areas within the company to assess and respond to contracting and requisition needs, obligations, and revisions
• Monitoring and coordinating complex workflows between the business, Procurement, Finance and Legal Departments to ensure tasks move forward in a timely manner
• Serve as the operational point of contact for SIPE processes, ensuring consistency, governance, and timely execution across contracting, procurement, market research, and vendor management activities.
• Lead Market Research (MRP) and Social Listening (SL) operational compliance and data quality processes, ensuring adherence to internal policies, governance requirements, documentation standards, and audit readiness.
• Partner with cross-functional stakeholders (e.g., Procurement, Legal, Compliance, Finance, etc) to strengthen operational processes, identify opportunities for continuous improvement, and enhance organizational agility in responding to evolving business needs.
• Support continuous improvement initiatives by identifying process efficiencies, standardizing workflows, and helping optimize operational execution across SIPE activities.

Skills Needed

• Prior experience in contract management required
• Strong acumen for SAP/Ariba and Coupa/Spend Source platforms
• Comfortable with ambiguity and navigating complex processes and systems
• Ability to work independently and proactively solve problems, and drive issues to resolution
• Detail-oriented: strong proofreading and editing skills, and the ability to consistently deliver accurate, high-quality work
• Strong computer skills in database management and document preparation (Word, PowerPoint, Excel)
• Ability to manage multiple priorities and aggressive timelines while maintaining accuracy in a fast-paced, highly regulated environment
• Strong technology aptitude with the ability to quickly learn and leverage new systems, digital tools, and AI-enabled solutions to improve operational efficiency
• Strong written and verbal communication skills
• Customer service oriented: must be able to communicate effectively with internal business partners as well as external vendors/suppliers
• Strong interpersonal and relationship-building skills, with the ability to collaborate effectively across cross-functional teams and build productive partnerships with internal stakeholders and external vendors
• Demonstrated ability to identify operational risks, proactively resolve issues, and communicate effectively across cross-functional stakeholders.
• Continuous improvement mindset with the ability to identify opportunities to streamline processes and improve operational efficiency

Nice To Have Skills

• Experience in contracts administration or other relevant experience is strongly preferred.
• Experience at a large law firm or within an in-house legal department of a public company a plus.
• Experience within biotech/pharma/medical device industry or other contract-intensive fields a plus.
• Familiarity with SpringCM is a plus.
• Experience supporting market research, compliance, or operational processes in a highly regulated industry is a plus.
• Science or technology background is a plus
• Experience using AI-enabled productivity tools (e.g., Microsoft Copilot, ChatGPT, or similar) to streamline workflows and improve operational effectiveness.
• Experience supporting digital transformation or process automation initiatives is a plus