Procurement Operations Specialist

Job Description
Medical Affairs Contracts & Operations Specialist
Location: United States (Remote or Hybrid)
Type: Contract to Perm, Exempt

About the Company
Our client is a global biopharmaceutical company focused on innovation and addressing unmet medical needs. With a strong foundation in wellness and therapeutic R&D, the company operates research and industrial hubs across Europe and the United States.

Position Overview
Reporting to the Contracts & Operations Manager, the Medical Affairs Contracts & Operations Specialist will be responsible for managing Medical Affairs purchase orders, vendor qualification processes, internal approvals for fee-for-service activities, and supporting contract-related operations. The ideal candidate is organized, proactive, and experienced in pharma operations and contract management.

Key Internal Collaborations

• Global Medical Affairs

• Legal Affairs

• Compliance

• Procurement

• IT

• Commercial Operations

Key External Interactions

• External vendors

• Key Opinion Leaders (KOLs) & Physicians

• Patient advocacy groups

• National & regional societies

Key Responsibilities

Operations & Contract Execution

• Create and manage purchase orders in the P2P system

• Oversee vendor onboarding and qualification through the Jagger system

• Manage invoice processing and tracking

• Lead internal approval processes for fee-for-service agreements across therapeutic areas

  • Gather necessary documentation from Medical Affairs stakeholders

  • Submit and track approvals

  • Ensure compliance with relevant transparency reporting (e.g., Sunshine Act)

• Submit sponsorship requests for Medical Affairs

• Liaise with vendors and physicians on contract milestones and payment tracking

• Create and manage performance tracking systems for third-party deliverables

• Execute due diligence procedures for vendor qualification

• Support legal and compliance processes for contracts, including initial reviews, comparisons, and liaising with legal teams

Cross-Functional Support

• Reconcile purchase orders with the budget team

• Collaborate with medical leads to support business priorities

• Optimize operational workflows and support implementation of performance tools

• Generate regular reports on operational performance (monthly/quarterly)

• Support RFP development and coordinate vendor bidding processes

Required Qualifications

• Bachelor's degree in business or a related field

• MBA or paralegal certification is a plus

• Minimum 2 years of experience in project management or operations within the pharmaceutical industry, including contract management

• Strong organizational, project management, and analytical skills

• Excellent communication skills and ability to collaborate across senior leadership and cross-functional teams

• Proactive and self-motivated with a strategic, solutions-oriented mindset

Soft Skills

• Strong communication and interpersonal abilities

• Self-starter with excellent time management

• Team-oriented with proven collaboration skills

• Problem-solving and decision-making capabilities

• Leadership and influence

Company Values

• Integrity

• Speed

• Knowledge

• Passion

• Attention to detail

• Reliability

• Flexibility

• Teamwork

Additional Notes
This position is full-time and exempt. This description outlines key responsibilities but is not exhaustive. Duties may evolve based on business needs. Employment is "at-will," meaning it may be terminated by either party at any time, with or without cause or notice, unless otherwise required by law.