[Hiring] Contract Operations Specialist @Definium Therapeutics

Role Description

We are looking for a motivated Contracts Operations Specialist with direct pharmaceutical or biotech experience to join our team. You are highly detail-oriented, process-driven, and passionate about creating efficient and scalable systems. You enjoy working across functions, solving operational challenges, and ensuring contract data and documentation are accurate, complete, and readily accessible. You have a natural interest in process improvement, technology, and automation, and are eager to help optimize the department's contracting operations.

In this role, reporting to the Sr. Contracts Manager, you will support the day-to-day administration of the company's contract lifecycle management processes and systems, including Malbek. You will serve as a key resource for contract intake, tracking, execution support, reporting, data integrity, and continuous process improvement.

Responsibilities

• Contract Lifecycle Management and Administration
  • Serve as a primary administrator and subject matter resource for the company's Contract Lifecycle Management (CLM) system.
  • Support contract intake, routing, tracking, execution tracking, contract filing, and signature collection to facilitate efficient contract processing on a variety of agreements, including confidentiality agreements, vendor agreements, consulting agreements, clinical trial agreements, master services agreements, statements of work, and amendments.
  • Maintain contract repositories, metadata, records, naming conventions, and supporting documentation in accordance with departmental requirements.
  • Conduct quality control reviews of contracts and related documentation to ensure completeness, consistency, and compliance with departmental standards.
  • Support CLM enhancements, user adoption, workflow optimization, and continuous process improvement initiatives.
  • Collaborate with cross-functional stakeholders to improve contracting processes and user experience.
• Reporting and Contract Operations
  • Support the generation and maintenance of contract reports, dashboards, metrics, and management summaries.
  • Monitor contract milestones, renewal dates, notice periods, and other key contractual obligations.
  • Maintain accurate contract data and support operational reporting and analytics for Legal leadership.
• Legal Department Support
  • Monitor and manage the Legal and Contracts shared mailbox and respond to routine contract-related inquiries.
  • Assist with maintenance of templates, playbooks, training materials, and other contracting resources.
  • Support onboarding and training related to contracting processes and CLM tools.
  • Collaborate with attorneys, contract managers, and business stakeholders to address operational contracting needs and support continuous improvement initiatives.
  • Perform other legal operations and contract administration duties as assigned.
  • Assist with identifying opportunities to improve contract workflows, reduce manual steps, improve data quality, and enhance user experience.

Qualifications

• Bachelor's degree or equivalent experience.
• Minimum 3 years of experience in contract administration, legal operations, procurement operations, contract lifecycle management, or a related function.
• Experience supporting contract review, execution, records management, or CLM systems. Malbek preferred.
• Strong organizational skills and meticulous attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook.
• Experience leveraging AI-enabled tools, automation platforms, or legal technology solutions to improve contract lifecycle management, reporting, knowledge management, or operational efficiency. Experience working with document management systems, CLM platforms, or enterprise workflow tools.
• Willingness to learn, grow, and assume increasing responsibility over time.

Benefits

• 100% paid health benefits including Medical, Dental and Vision for you and your dependents.
• 401(k) program with company match and vesting after the turn of the first month after your start date.
• Flexible time off.
• Generous parental leave and some fun fringe perks!