General Information
Job Advert Title Vendor Operations Coordinator Location Poland Function/Business Area Quality Employment Class PermanentDescription
Vendor Operations Coordinator About Astellas:At Astellas we are a progressive health partner, delivering value and outcomes where needed.
We pursue innovative science, focusing initially on the areas of greatest potential and then developing solutions where patient need is high, often in rare or under-served disease areas and in life-threatening or life-limiting diseases and conditions.
We work directly with patients, doctors and health care professionals on the front line to ensure patient and clinical needs are guiding our development activities at every stage.
Our global vision for Patient Centricity is to support the development of innovative health solutions through a deep understanding of the patient experience. At Astellas, Patient Centricity isn’t a buzzword - it’s a guiding principle for action. We believe all staff have a role to play in creating a patient-centric culture and integrating an awareness of the patient into our everyday working practices, regardless of our role, team or division.
We work closely with regulatory authorities and payers to find new ways to ensure access to new therapies. We deliver the latest insights and real-world evidence to inform the best decisions for patients and their care-givers, to ensure the medicines we develop continue to provide meaningful outcomes.
Beyond medicines, we support our stakeholder communities to drive initiatives that improve awareness, education, access and ultimately standards of care.
The Opportunity:
As a Vendor Operations Coordinator at Astellas Pharma, you will play a crucial role in supporting our global clinical development operations. You will manage vendor documentation and systems, ensuring that contracts, work orders, and invoices are handled smoothly. Your contributions will directly impact our ability to deliver innovative therapies that change lives. You will collaborate with international teams and vendors, making your work essential to our mission of improving patient care worldwide.
Hybrid Working:
At Astellas we recognise the importance of balancing your work and home life, so we offer a hybrid working solution allowing time to connect with colleagues in person at the office alongside the flexibility to work from home; optimising the most productive work environment for you to succeed and deliver.
Key Responsibilities:
- Manage vendor documentation, including contracts, work orders, change orders, and invoices.
- Track contract approvals, signatures, and system entries across global teams.
- Ensure accurate and timely processing in ARIBA (myBuy, myContract).
- Collaborate with internal teams and vendors across Europe, Asia, and the U.S.
- Maintain trackers and documentation to support compliance and audit readiness.
- Support process improvements for better efficiency and transparency.
Essential Knowledge & Experience:
- Experience with ARIBA or similar systems.
- Strong attention to detail and organizational skills.
- Good English communication skills (written and spoken).
- Comfortable working in a structured, administrative environment.
- Experience in the pharmaceutical or clinical research field is a plus, but not a must.
Preferred Experience:
- Experience in global vendor management.
- Familiarity with clinical trial processes and documentation.
- Ability to work with cross-functional teams in different time zones.
Education:
- University degree in relevant field or equivalent experience.
Additional Information:
- This is a permanent, full-time position.
- This position is based in Warsaw, Poland.
- This position follows our hybrid working model. Role requires a blend of home and a minimum of 2-3 days per week in our Warsaw office. Flexibility may be required in line with business needs.
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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