Vendor Operations Associate

Position Overview

The Vendor Operations Associate supports vendor contract execution, purchase order (PO) management, and invoice processing within a fast-paced commercial operations environment. This role serves as a key liaison between Marketing Operations, Finance, Procurement, and Commercial & Corporate Services (CCS), ensuring compliant, efficient, and accurate execution of vendor-related activities.

The position is based in South San Francisco and follows a hybrid work model, with a strong on-site presence required to support cross-functional collaboration and operational execution.

Work Model & Schedule

• Work Model: Hybrid
  • On-site: Tuesday (anchor day) two additional days per week
  • Remote: Two days per week
• Working Days: Monday – Friday
• Working Hours: Standard 8-hour shift
• Location: South San Francisco (majority on-campus presence required)

Interview Process

• Round 1: Panel Interview (45 minutes)
• Round 2: Hiring Manager Interview – Rick B. (45 minutes)

Key Responsibilities

Contract Execution & Vendor Management

• Manage end-to-end self-service contract execution, including template validation, MSA compliance, approvals, and final execution.
• Process prioritized full-service contracts and healthcare professional (HCP) contracting requests.
• Serve as a primary point of contact for vendors, suppliers, HCPs, and internal marketing stakeholders throughout the contract lifecycle.
• Support onboarding of agency partners into internal systems and tools.
• Collaborate with Commercial & Corporate Services (CCS) to improve contracting templates, workflows, and operational processes.

Purchase Order & Invoice Operations

• Create, manage, and track Purchase Orders (POs) using MyBuy.
• Ensure timely PO issuance and compliance with procurement policies.
• Support multiline invoice processing, ensuring accuracy, completeness, and adherence to financial controls.
• Maintain detailed records of procurement and invoicing activities.
• Provide responsive support to internal teams and external partners regarding PO and invoice inquiries.

Cross-Functional Collaboration & System Support

• Partner with Finance and Procurement teams to optimize PO structures and improve reporting accuracy (including FACT coding for agency accounts).
• Troubleshoot workflow issues and submit IT support tickets as needed.
• Conduct training sessions for internal stakeholders on contracting processes and MyBuy system usage.
• Act as a MyBuy super-user and subject matter expert for contracting and purchasing workflows.

Compliance, Optimization & Process Improvement

• Ensure adherence to standard contract templates and procurement policies.
• Support risk mitigation efforts across vendor contracting and purchasing activities.
• Identify and implement process improvements to enhance efficiency in contract execution, PO generation, and onboarding workflows.
• Maintain compliance with internal governance and audit requirements.

Key Impact Areas

• Operational Efficiency: Streamlining contract execution, PO processing, and invoice workflows to support marketing and operational teams.
• Technical Expertise: Serving as a system expert for MyBuy and related procurement tools, supporting onboarding and issue resolution.
• Compliance & Accuracy: Ensuring financial accuracy, proper documentation, and adherence to procurement and contracting standards.

Required Skills & Capabilities

• Strong ability to work independently with excellent prioritization and decision-making skills.
• Experience improving operational processes within contracting, procurement, or vendor management workflows.
• Strong written and verbal communication skills across internal teams and external partners.
• Problem-solving mindset with the ability to resolve operational and system-related issues efficiently.
• Ability to collaborate with global teams, including occasional flexibility outside standard PST hours.

Qualifications

• Bachelor's degree required.
• Experience in contract management, procurement, vendor operations, or purchase order systems preferred.
• Familiarity with healthcare, compliance-driven, or regulated environments is a plus.
• Proficiency in:
  • Mac OS
  • Microsoft Office (Word, Excel)
  • Google Workspace
  • ERP or procurement systems (MyBuy experience strongly preferred)
• Basic understanding of accounting or billing principles to support PO structuring.
• Ability to travel occasionally (air or car).