The Contract Management Coordinator supports and coordinates the entire contract management process within the Company regarding contracts with Hospitals, Pharmacies and Purchase Groups and the Tendering and Bid Process with Customers. You will coordinate approximately 150 contracts annually and you ensure efficient processes and effective control standards. This is a new role within the Company where you are the central point of contact regarding customer contracting towards customers and internal departments. You will report to the Business Service Manager.
Liaises with all departments and employees within the Company who have a role in the contract management, tender and bid processes and with customers
Annually creates a calendar of all activities to be performed regarding contract management and shares the Calendar with all relevant stakeholders.
Coordinates, prepares and administrates customer contracts; ensures governance and compliance of the contracts with Novartis guidelines and processes and local legislation
Initiates and follows through all required approvals of contracts and contract templates
Develops and utilizes tools to efficiently archive the customer contracts and to ensure accurate and timely follow up (e.g. rebate accruals, credit notes, extension/renewal of contracts, etc.)
Identifies violations of the defined processes and initiates corrective actions; escalates to the next level manager if required
Develops and utilizes a contract and tender tracker which ensures at all times an accurate and transparent overview of all contracts and tenders (in all stages of the process) with Customers
Organizes regular meetings with other involved functions within the Company in order to monitor and evaluate the progress and outcome of the contract management and tender and bid processes
Monitors correct and timely (financial) execution of signed contracts
Performs initial screening of incoming Tender requests and executes defined steps according to the Tender process. Monitors timelines of the tender requests and ensures timely follow-up by the tender team
Serves as first point of contact for customers concerning administrative issues in the contracting and tendering processes. Provides administrative support to Key Account Management and Hospital Business Lead in the contracting and tender process.