Contracts Coordinator

Department: Commercial

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.