Vendor Management Coordinator - Clinical Supplies

Work Schedule

Environmental Conditions

Job Description

As part of our PPD clinical research team, you’ll have the opportunity to support groundbreaking studies that make a real difference in patients’ lives.

Position Summary

As a Vendor Management Coordinator you will provide support to clinical supplies operations and administrative activities in all areas of clinical supplies lifecycle of low to moderate complexity studies helping to make the world healthier, cleaner and safer.

Position Requirements

• Supports the day-to-day operations of study drug, comparator, and depot management activities.
• Coordinates with vendors and supports vendor management when clinical supply services are outsourced.
• Requests and reviews vendor quotations, ensuring that pricing, scope, quantities, and services are aligned with internal client requirements.
• Creates and manages Purchase Orders (POs) in accordance with global procedures, internal agreements, approval requirements, and established financial controls.
• Reviews complex vendor invoices against approved quotations, Purchase Orders, contracts, and services performed to identify discrepancies and support accurate and timely payment processing.
• Maintains oversight of PO balances, vendor charges, service costs, and invoice status, and coordinates with Procurement, Finance, Accounts Payable, and internal stakeholders as needed to resolve discrepancies.
• Demonstrates financial literacy and attention to cost details, including the ability to understand quotations, pricing structures, invoice line items, taxes, fees, credits, and other vendor charges.
• Interacts with internal groups and departments to obtain required approvals, revisions, and supporting documentation.
• Connects with and manages vendors selected to provide clinical supply services, ensuring agreed requirements, timelines, costs, and deliverables are met.
• Maintains oversight of POs and services performed by vendors, including follow-up on distribution plans, Site Initiation Visit (SIV) dates, product requirements, delivery timelines, and required quality standards.
• Participates in GCS mini-team meetings and provides input regarding vendor processes and procedures, costs, timelines, requirements, and deliverables.
• Ensures all activities are executed in compliance with company Good Practices, applicable procedures, and client requirements.
• Completes required ongoing training related to clinical supplies, GxP activities, and applicable regulations.
• Participates in and supports departmental project teams.
• Coordinates and serves as a liaison with cross-functional teams as required.

Education and Experience Requirements

• Bachelor’s degree in Business Administration, Finance, Accounting, Supply Chain Management, Procurement, Pharmacy, Life Sciences, or a related field.
• At least 2 years of relevant professional experience in vendor management, procurement, purchase order administration, accounts payable/invoice review, supply chain, clinical supplies, or a related function.
• Experience working with complex vendor quotations, invoices, pricing structures, and financial documentation is preferred.
• Experience within the pharmaceutical, clinical research, healthcare, life sciences, or other highly regulated industry is an advantage.

Required Knowledge, Skills and Abilities:

• Intermediate to advanced English proficiency, with good written and verbal communication skills.
• Strong organizational, planning, prioritization, and time-management skills.
• Good analytical and problem-solving skills, including the ability to work on issues of a diverse and confidential nature.
• Proficiency in Microsoft Office applications, particularly Excel, Outlook, Word, and PowerPoint.
• Experience using ERP, procurement, or financial systems for PO and invoice processing is an advantage.
• Strong customer-service orientation and attention to detail, aligned with high standards of quality and operational excellence.
• Ability to adapt to changing priorities and effectively manage high-pressure situations.
• Ability to work collaboratively in a team environment as well as independently with moderate supervision.
• Good financial and commercial acumen, with the ability to review quotations, Purchase Orders, invoices, costs, and supporting documentation for accuracy and completeness.
• Understanding of clinical supply processes such as manufacturing, handling, importing, shipping, exporting, auditing, labeling, packaging, and depot management.
• Ability to communicate concerns, discrepancies, risks, and recommendations through the appropriate channels.