Document Management Associate I

Highly Competitive
  1. Permanent
  2. Clinical Research Associate (CRA)
  3. United States
San Mateo, California
Posting date: 06 Jun 2019

A vacancy has arisen for a Document Management Associate I with an internationally renowned pharmaceutical company, based in their California office. This organization is known for its solid commercial portfolio of life-saving drugs within a number of therapy areas, along with a growing pipeline of investigational drugs and an unmatched patient access program. This is an exciting opportunity to work with a leading pharmaceutical organization and support their innovative impact on the healthcare field.

Job Responsibilities:

  • Reconciling contracts in Apollo, Apttus CLM, and GDAR.
  • Reviewing all executed clinical contracts saved on Apollo and Apttus CLM and performing reconciliation between the contracts that are saved in these two platforms.
  • Scanning and creating Optical Character Recognition (OCR) via Adobe Acrobat for various executed contracts, including CTAs, CDAs, LOAs, and Vendor Agreements.
  • Performing QC on the scanned contracts to ensure:
    • All pages of the documents are included
    • All required signatures are verified and present
    • All budget pages are legible
    • All pages have undergone OCR conversion
    • Documents have been saved in the Shared Folder in Apollo
  • Entering Agreement Party Information on Apttus CLM.
  • Identifying metadata for each contract.
  • Uploading contract(s) to Apttus.
  • Completing required metadata fields in Apttus with contract party information.
  • Sending the physical copy of the contract, with RIM cover page, to the Records Management Coordinator.
  • Creating and maintaining study specific file structures for company TMF documentation and filing documents accordingly.
  • Creating file folders/labels according to TMF plan, filing incoming documents, retrieving documents, and scheduling document review.
  • Ensuring record filing is kept up to date and is performed accurately.
  • Ensuring offsite archival of documents; ensuring appropriate documentation completed to track archival.
  • Converting paper documents to electronic records.
  • Participating in continued security and maintenance of the Trial Master File (TMF) Room.

Skills and Requirements:

  • 2 years of experience with a BA or BS in a relevant discipline.
  • Relevant experience typically includes document management and systems experience in other CMS tools including Excel and TMF
  • Demonstrable multitasking, project management, and execution skills.
  • Good interpersonal skills, including communication, presentation, persuasion, and influence.
  • Good organisational skills, including efficiency, punctuality, and collaboration in a team environment.
  • Proficiency with computer skills, such as MS Office.

To Apply:

Please click on the Apply button. Please include a short note outlining why you are interested in the role and why you think you are suitable.

In case you have difficulty in applying or if you have any questions, please contact Sherron Howard at +1 267 435 8600 or upload your CV on our website -

A full job description is available on request.

ProClinical is a specialist employment agency and recruitment business, providing job opportunities within major pharmaceutical, biopharmaceutical, biotechnology and medical device companies.