CSS Vendor Management Coordinator

CSS Vendor Management Coordinator serves as the operational lead and subject matter expert for onboarding and managing third-party storage and distribution vendors supporting clinical and specialty logistics programs.

This role is responsible for day-to-day coordination with 3rd party vendors, project setup and execution, and resolution of technical and operational issues across active programs. The CSS Vendor Management Coordinator acts as the primary liaison among clients, 3rd party partners, and internal teams to ensure services are implemented consistently with Clinical Supply Solutions (CSS) standards, applicable regulations, and internal SOPs. The role also supports client relationship management by aligning client needs with standardized, scalable operational solutions.



Responsibilities:


Lead onboarding and setup of all 3rd party depot/storage and distribution projects, including review of depot instructions and collection/validation of required project details (products, contacts, technical requirements, handling instructions, and operational constraints).

Serve as the primary point of contact for client inquiries related to 3rd party vendor daily operational activities.

Coordinate and manage 3rd party vendor operational execution, ensuring alignment to project scope, CSS procedures, and agreed service levels.

Assess client requests, recommend appropriate service approaches, and align solutions with CSS standards and portfolio capabilities.

Identify out-of-scope requirements, escalate as needed, and partner with internal stakeholders (Sales, CSS Quotes, Management, QA, Operations, Transport, CTM Star) to propose compliant alternatives.

Provide operational input and assessments to Sales related to clinical supply solutions service offerings.

Gather customer feedback and deal with client complaints as the owner of the client’s concern from end-to-end.

Own the relationship management and operating strategy for assigned 3rd party vendors, serving as the main operational contact.

Support Client Services Consultants with project setup activities and documentation readiness.

Partner across functions to define and improve implementation methodology and best practices in support of corporate objectives.

Maintain active coordination with Global and Regional Operations Managers to align responsibilities and timing across Clinical Supply and Operations.

Create and maintain study-specific instructions for internal teams (depots, pharmacists, logistics staff, Transport, CTM Star, etc.) using standardized templates; ensure project documentation is organized, current, and accessible to authorized stakeholders.

Train and provide project-specific guidance to depot managers, depot pharmacists, QA consultants, and other applicable associates, based on client-provided documentation and internal requirements.

Troubleshoot and resolve technical/operational issues raised by 3rd party vendors during onboarding, training, or steady state operations, coordinate resolution across internal and external stakeholders.

Communicate new or updated project information to 3rd party vendors and internal teams; update internal documentation promptly.

Maintain working knowledge of regulations applicable to clinical operations and ensure work is performed in accordance with CSS and corporate SOPs.

Ensure appropriate internal communication channels and confidentiality practices are followed in alignment with World Courier confidentiality agreements.

Contribute to the design, testing, and development of training materials and documentation, support implementations of new services.

Draft and/or review work instructions and guidelines relevant to Clinical Supply activities.

Educational background:

Undergraduate education in a relevant field such as Pharmaceutical Sciences, Life Sciences, Business Administration, International Trade/Logistics, or Translation/Interpreting. A completed degree is preferred.


Work Experience:

3-5 years of experience in a vendor-facing and client-facing role, preferably within clinical supply, specialty logistics, pharmaceutical distribution, or regulated environments.


Skills and Knowledge:

Strong ability to work independently with minimal supervision; comfortable owning deliverables end-to-end.

Excellent interpersonal and stakeholder management skills; able to act as a client advocate while maintaining standardized operations.

Strong analytical and problem-solving skills; able to assess requirements and determine compliant operational paths forward.

Excellent English proficiency (written and verbal).

Strong organization, attention to detail, and ability to manage multiple projects in parallel.

Effective communication and presentation skills (written, verbal, and formal presentations).

Ability to perform under pressure and manage escalations professionally.

Proficient in Microsoft Office applications, including Word and Excel.



The position is a fix-term.

1779-2542 €/mon. gross