Purpose of the role: 

 

Provides administrative and financial support for vendor invoicing and budget management, ensuring accuracy, compliance, and timely processing. Coordinates with internal stakeholders and external vendors to reconcile documentation, resolve discrepancies, support invoice approval, and track spend against budgets, while maintaining audit‑ready records and supporting ongoing operational activities.

 

Principal Accountabilities:

 

1. Invoice Coordination & Compliance

Act as the primary liaison between Finance (P2P), Life Science teams (Study Managers, Project Managers), and vendors to ensure invoices are accurate, compliant with contracts, and aligned with the quality of delivered services.Validate invoices against contractual agreements, purchase orders, and service delivery summaries.

2. Invoice Reconciliation & Documentation Review

Reconcile invoices with comprehensive supporting documentation for clinical studies (including packages up to 300 pages).Manage documentation for approximately five main vendors and several subcontractors, ensuring completeness, accuracy, and audit readiness.

3. GR (Goods Receipt) Alignment & Approval Support

Coordinate with Study Managers to confirm service completion and ensure that GRs can be created and invoices approved for payment.

4. Vendor Alignment & Issue Resolution

Engage with vendors to clarify discrepancies and request corrections where needed (e.g., subcontractor invoices challenged for completeness or accuracy).Track all corrections, disputes, and resolutions to ensure timely payment and smooth financial operations.

5. Budget Tracking & Financial Oversight

Maintain ongoing tracking of vendor budgets for contracted studies.Monitor actual vs. planned spend, identify variances, and provide updates to Study Managers.

6. Other administrative activities

 

Experience:

 

Proven experience in a similar role in corporate environments.Proficiency in using office software such as SAP, Concur, Coupa, CLM, VMDM, IMDL, SIGA, Icertis, and Microsoft Office tools (Excel, SharePoint, Teams)Strong organizational skills in data entry, paper/electronic document filing/archiving,Budget management experience in preparing budget spend/forecast - Finance and supporting financial statements - legal/tax.Contract managementStrong analytical skills with high attention to detail.Ability to work independently and handle multiple tasks simultaneouslyExcellent communication skills for cross-functional collaboration (legal, procurement, finance, vendors)Fluent English language (including business English).

 

Key things to know before you apply:
 

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*For those applying in Poland, in this position you will earn no less than 8.650 PLN gross monthly.