Contracts Coordinator (m/w/d)

Tasks :

• Manage Contract Management Systems (CMS)

• Handle vendor and site contracts from initiation to archiving, ensuring accurate filing and database updates

• Coordinate Contract Signatures

• Distribute and track contracts for internal/external signatures, promote electronic signature solutions

• Handle Purchase Orders & Contract Distribution

• Process and distribute POs along with signed contracts to stakeholders

• Archive and Redact Contracts

• Scan, store, redact, and archive executed contracts in legal database, especially for audits/inspections

• Support Site Contracts (including CDAs)

• Track, scan, and distribute wet ink site contracts; handle courier logistics and database archiving

• Manage HCP Contracts

• Draft, review, circulate, and finalize contracts with Health Care Professionals, and ensure SAP/VMD data accuracy

• Support e-signature training/testing for CRO partners and maintain related training materials and KPIs

• Prepare documents, organize meetings, maintain department portals, and assist with travel and office needs

• Adhere to UCB SOPs, ICH/GCP, and regulatory requirements in all documentation and contract processes

• Identify process inefficiencies and participate in optimizing procedures and system usage.

Qualification:

• Minimum 3 years’ experience in administrative, secretarial, or documentation roles (preferably in pharma/biotech/CRO).

• High attention to detail and accuracy in handling complex documentation.

• Excellent English communication skills (written and verbal); German or French is a plus.

• Strong organizational and time-management skills to manage multiple priorities independently.

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).

• Understanding of clinical development regulations (FDA, EMA, ICH/GCP) and trial documentation.

• Experience with legal or paralegal documents is an advantage.

• Proactive, flexible, and able to handle shifting priorities without close supervision.

• Strong interpersonal skills to coordinate with global stakeholders and teams.

• Ability to identify and implement best practices and improve contract coordination processes.

Requirements:

Start : 01.09.2025

Duration : 4 months + extension until 31.12.2026 possible

Capacity : 5 days per week (2 days onsite + 3 days in home office)

Location : Monheim, Germany