Contract and Administrative Coordinator

Company: Intelliswift Software Inc
Location: San Rafael
Posted on: January 20, 2023

Job Description:

Job DescriptionKey Responsibilities:ContractOwn the Contract Request and Submission Processing for HRResponsible for submittal of HR contracts within Coupa and SpringCM contract management systemsSubmit MSA (Master) and SOW (Scope of Work) contract request within SpringCMEnsure contract execution is in accordance with Corporate policyCreate new vendors within Coupa systemCreate Requisition for corresponding Contract within CoupaBe the liaison and maintain excellent relationship between Vendors, Department Managers, Legal, Accounts Payable, Finance, SpringCM and CoupaMaintain up to date knowledge of contract statusConnect with vendors monthly for estimated accrualsTrack the end dates and renewal dates for all client contracts, initiating renewal / extensionUpdate Coupa Receipts with monthly accrualsEffectively utilize reports and data extracted from CoupaMeet with Finance to review questions and end of quarter true ups.Administrative supportSchedule meetings with internal and external groups as needed, including organizing meeting logisticsMaintain calendars for SVP HR and HRLT Executives, including scheduling meetings both internally and externally, and booking various eventsCoordinate travel arrangements, both domestically and internationallyPlan team and cross-functional offsites through coordination with vendorsProcess and submit expense reports for SVP HR using ***'s expense reporting software program (Concur). Research and resolve expense report discrepanciesHR BioWeb maintenance, work with different HR team to ensure material posted are updatedAbility to handle special projects and ad hoc requests as needed, e.g. assistance with preparing a presentation, org charts, spreadsheets, etc.Onboarding (trained as back up support)Track Onboarding tasks for new hiresFollow-up with TA team or new hire as necessary to ensure completion of tasks related to background check, I-9, Deemed Export License and CIIA in a timely manner.Importing candidate profile information into HCM and initiate Onboarding.Enter I-9 request within I9Advantage as needed. Follow up with Operations regarding expiring work authorization.Audit employee files for compliance, identify missing and expired items, and secure these documents for file completion

Minimum of four years related experiencePrior experience supporting executives is preferredExperienced at using standard office software applications, appropriate for the function supportedResponsive to deadlines, detail-oriented, and able to prioritizeExcellent communication and interpersonal skills.Applies acquired job skills and company policies/procedure to complete assigned tasks that are typically semi-routine in nature.Able to work independently on most tasks, following established guidelines.Requires instructions only on new assignmentsAbility to be discrete and maintain confidential informationStrong written and verbal communication skills and the ability to multi-taskTeam-player who operates in a fast-paced team-oriented settingMust be organized and able to work under tight deadlinesEnjoys a challenging fast-paced environment and demonstrates strong organizational skillProficiency with MS Project, Excel, PowerPoint, Word and Outlook, Oracle HCMPreferred knowledge of Coupa and SpringCmStrong Program and Vendor Management experienceStrong customer service and analytical skills and ability to liaise with all levels of theorganizationAble to effectively handle and protect sensitive and confidential company information

Keywords: Intelliswift Software Inc, San Rafael , Contract and Administrative Coordinator, Administration, Clerical , San Rafael, California