Administrative Assistant

We are seeking a Vendor Operations Associate to support contract management, purchase order processing, vendor coordination, and day-to-day operational activities for a large marketing organization.

The ideal candidate will have 1–5 years of experience in contract administration, procurement, purchasing, vendor operations, or business operations, with strong Excel skills and experience working with vendors, suppliers, and internal stakeholders.

This role requires someone who is highly organized, responsive, detail-oriented, and comfortable managing multiple requests while ensuring contracts, purchase orders, invoices, and vendor-related activities are completed accurately and on time.

Key Responsibilities

• Manage the end-to-end contract lifecycle, including intake, creation, processing, approval, execution, and record maintenance.
• Create, process, track, and manage purchase orders (POs), including complex POs.
• Coordinate with vendors, agencies, suppliers, and internal stakeholders to resolve operational issues and ensure timely completion of requests.
• Support vendor onboarding, vendor management, and supplier communications.
• Partner with Marketing, Finance, Procurement, and other internal teams to coordinate contracts, POs, invoices, and payments.
• Review and maintain contract and purchasing documentation for accuracy and completeness.
• Support invoice processing and reconciliation as needed.
• Maintain spreadsheets, trackers, vendor records, and operational databases using Microsoft Excel.
• Monitor requests, deadlines, approvals, and deliverables and follow up to ensure timely completion.
• Identify discrepancies or workflow issues and work independently to resolve or escalate them appropriately.
• Provide responsive, high-quality customer service to internal marketers, HCPs, vendors, agencies, and other stakeholders.
• Maintain accurate records and follow established company policies and procurement processes.
• Support continuous improvement of vendor and contract management workflows.

Required Qualifications

• Bachelor's degree required.
• 1–5 years of professional experience in contract administration, procurement, purchasing, vendor management, business operations, or a related field.
• Hands-on experience with contracts and/or purchase orders.
• Experience communicating with vendors, suppliers, agencies, or external partners.
• Strong Microsoft Excel and spreadsheet skills.
• Excellent organization and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities, deadlines, and requests independently.
• Strong customer service and problem-solving mindset.

Preferred Qualifications

• Experience in pharmaceutical, biotechnology, healthcare, or life sciences.
• Experience with MyBuy or similar procurement systems.
• Experience with DocuSign or contract management platforms.
• Experience with indirect procurement or purchasing.
• Experience with invoice processing, billing, or accounting operations.
• Marketing operations or agency experience.
• Experience supporting large cross-functional organizations.

Work Schedule

• Hybrid position based in South San Francisco, CA.
• Tuesday is mandatory onsite, plus 2 additional onsite days per week.
• 2 days per week remote.
• Candidates outside California may be considered if willing to relocate at their own expense.