Contract Specialist

2 months ago

Richmond Hill, Ontario, Canada Olympus Corporation of the Americas Full time
Job Summary

We are seeking a highly skilled Contract Specialist to join our team at Olympus Corporation of the Americas. The successful candidate will be responsible for performing a variety of project management and contract support services for our Corporate department.

Key Responsibilities
  • Prepare and coordinate initial responses to all incoming requests, including major proposals solicited from Group Purchasing Organizations (GPOs), Integrated Delivery Networks (IDNs), Systems, the Veterans Administration (VA), distributors, and individual facilities.
  • Take responsibility for the completion of all incoming "Requests for Quotations", "Requests for Information", "Requests for Proposal", and "Invitations to Bid" from individual facilities or groups, and coordinate, as necessary, with appropriate departments (e.g., Legal, Sales, Service, Finance, Product Marketing) for input on relevant subject matter.
  • Maintain responsibility for preparing proposals, submission of proposals in a timely manner, coordinating with other departments as necessary, taking into consideration customer and business requirements.
  • Prepare or coordinate the preparation of various forms and certifications requested by customers, for the purpose of complying with government regulations and customer requirements.
  • Obtain timely and comprehensive responses to all solicitation component requests from Olympus product groups, including initial consideration of all standard and high-level legal and business terms and conditions.
  • Communicate with corporate sales and product marketing managers as well as other corporate departments as necessary to pull separate and distinct pieces together.
  • Administer all agreements contracts including GPO contract and other legal documents on behalf of Olympus.
  • Maintain the contract management process to ensure the smooth flow of contract execution and archiving.
  • Monitor document activities such as document flow renewal expiry special terms reconciliation and ensure that tender obligations are fulfilled.
  • Work with the OCI-BA team to set up contract details and monitor contract compliance including GPO contracts.
  • Main contact for GPO contracts inquiries, setups and reporting details.
  • Act as the front person for all non GPO contract requests and inquiries from internal and external customers and maintain systems where contract information is visible to all relevant internal parties.
  • Obtain and document approvals through internal approval process short staffed situations help with compiling tender responses.
  • Contract Specialist to generate and post updated list of accounts requiring procedure count reconciliation via Salesforce for each Sales Region.
  • Contract Specialist to gather reconciliation details received from Sales Team and invoice excess procedure counts via SAP and record such reconciliation detail invoicing in the Contracts Billing Schedule.
  • Contract Specialist to generate and post on a monthly basis list of contracts expiring in the next 6 months via Salesforce for each Sales Region.
  • Perform other related duties as assigned.
Requirements
  • Bachelor's degree or equivalent knowledge experience is required.
  • 3 years of related experience is required.
Preferred Qualifications
  • Excellent organizational skills are vital.
  • Must possess excellent written and verbal communication skills including the ability to create spreadsheets, PowerPoint and complex Word documents.
  • Tact and diplomacy with telephone and written etiquette is required.
  • Must be able to shift priorities quickly and adjust work schedule based on workload.
  • Flexibility and adaptability are essential.
  • Must be fluently bilingual (French and English) both written and verbal (will be tested).
  • A familiarity with legal and commercial terminology is an asset.
  • A good knowledge of hospital procurement regulations is preferred.

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