Senior IT Operations and Contracts Analyst
About The Position
Sumitomo Pharma Co., Ltd., is a global pharmaceutical company based in Japan with operations in the U.S. (Sumitomo Pharma America, Inc.), focused on addressing patient needs in oncology, urology, women's health, rare diseases, cell & gene therapies and CNS. With several marketed products and a diverse pipeline of early- to late-stage investigational assets, we aim to accelerate discovery, research, and development to bring novel therapies to patients sooner. This position reports to Associate Director, IT Operations and is part of the IT Team. The role is responsible for supporting the day-to-day administrative and operational needs of the IT organization. The primary focus of this role is to manage and help move key IT operational workflows forward, including statements of work, master service agreements, nondisclosure agreements, purchase orders, invoice processing, renewals, and related vendor and contract activities through approval and execution. This role works closely with IT team members, Legal, Finance, Accounts Payable, and Strategic Sourcing to reduce administrative burden and help ensure contracts, invoices, and operational tasks continue to move in a timely and organized manner. A secondary responsibility of this role is to provide budget support across IT cost centers, including maintaining budget tracking files, supporting budget versus actuals reviews, reconciling invoices and purchase order activity, and helping identify missing invoices or over-budget items. This role should be highly proficient in Excel and will work closely with the budget-focused IT operations partner role to provide backup support, maintain continuity, and build long-term capability across both budgeting and IT operations workflows.
Requirements
- Advanced Excel skills required, including formulas, lookups, pivot tables, reconciliations, and the ability to manage detailed budget and invoice tracking files.
- Ability to manage multiple stakeholders, deadlines, approvals, contracts, invoices, and operational activities in a timely and organized manner.
- Strong attention to detail, follow-through, documentation management, and process discipline.
- Effective and concise communication, with the ability to work across IT, Finance, Legal, Accounts Payable, Strategic Sourcing, and external vendors.
- Demonstrated ability to build repeatable processes, maintain continuity, and support long-term operational effectiveness.
- Bachelor’s degree in a related field required.
- Minimum 2 years of relevant experience in managing IT operations as listed above.
Responsibilities
- Coordinate and manage procurement and contract intake activities across IT, Legal, Finance, Accounts Payable, and Strategic Sourcing
- Support the preparation, routing, and tracking of SOWs, MSAs, NDAs, purchase orders, and related vendor documentation through approval and execution
- Help ensure required documentation, approvals, and supporting information are complete so contracts and purchase requests can move efficiently through the process
- Maintain a tracking log with up-to-date contract details, status, renewal dates, approval steps, and required follow-up actions
- Follow up with internal stakeholders and external vendors to help keep procurement and contract activities moving in a timely manner
- Maintain organized records for vendor, contract, procurement, and invoice-related documentation
- Monitor key dates, outstanding tasks, renewal activity, and required documentation for completeness and accuracy
- Retrieve documentation and necessary information when new suppliers need to be added or update current supplier information
- Assist IT team members with invoice processing to help ensure payments are submitted accurately and on time
- Match invoices to purchase orders, contract terms, and supporting documentation to improve payment readiness and accuracy
- Work closely with Accounts Payable and internal stakeholders to resolve invoice roadblocks, missing documentation, and approval delays
- Monitor purchase order balances, renewal timing, and funding availability so invoices and contract activity can continue without unnecessary delays
- Manage weekly calls with the Strategic Sourcing team to communicate status updates, priorities, and roadblocks
- Work closely with Strategic Sourcing on ongoing contracts, renewals, vendor requests, and execution status to help keep work moving forward
- Work closely with the budget-focused IT operations partner role to support continuity, provide backup coverage, and build long-term cross-training across budgeting and operational workflows
- Maintain IT budget tracking files and update spend details based on invoices, purchase orders, contract activity, and forecast changes
- Support budget versus actuals reviews across IT cost centers and help identify variances, missing invoices, and over-budget items
- Reconcile invoice activity, contract amounts, and purchase order balances against budget trackers to improve accuracy and visibility
- Prepare and organize supporting detail for budget reviews with IT leadership and cost center owners
- Use strong Excel skills, including formulas, lookups, pivot tables, and reconciliations, to support recurring budget analysis and reporting
- Help strengthen repeatable processes, documentation, and handoffs to improve long-term operational consistency across IT
Benefits
- opportunity for merit-based salary increases
- short incentive plan participation
- eligibility for our 401(k) plan
- medical, dental, vision, life and disability insurances
- leaves provided in line with your work state
- flexible paid time off
- 11 paid holidays
- additional time off for a shut-down period during the last week of December
- 80 hours of paid sick time upon hire and each year thereafter
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What This Job Offers
Job Type
Full-time
Career Level
Senior
