Contract and Administrative Coordinator
Company: Intelliswift Software Inc
Location: San Rafael
Posted on: January 20, 2023
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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
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