Procurement Operations Professional - Contract Management

Job Description

Company Description

Founded and headquartered in Switzerland, Avaloq is continuously expanding its global footprint with around 2,500 colleagues in 12 countries, and more than 170 clients in 35 countries. We are an industry-leading provider of wealth management technology and services for financial institutions around the world, including private banks and wealth managers, investment managers, as well as retail and neo banks. Our research led approach and continual innovation is powered by the passion and creativity of our colleagues.

We are always looking for talented people to join us on our mission to orchestrate the financial ecosystem and democratize access to wealth management. Avaloq offers the opportunity to work closely with some of the world’s leading financial institutions as we jointly develop and shape careers. Championing a collaborative, supportive and flexible work environment empowers our colleagues to reach their full potential.

Job Description

The Contract Manager reports directly to the Lead of Corporate and Client Affairs of which is part of the centralized global Vendor Management Operations Team. The Contract Manager has the full responsibility  for a dedicated area within Vendor Management Operations and ensures that contracts, and possible dismissals, extensions and on/offboardings are created on time. Friendly behaviour, good communications skills, and the willingness to provide administrative support in an excellent and collaborative way are required. Taking ownership for own actions, thinking ahead, and acting proactively are important and appreciated behaviours.

The Vendor Management Operations Team consists of diverse professionals with different responsibilities in contracting, procure-to-pay, system/tool administration and contract archiving.

This role will work closely with Vendor Management Category Leads, Legal Team, Applications, and global stakeholders including project managers and PMOs to ensure that contracts and documents are aligned in compliance to recent processes and policies. A core expectation towards the candidate is to rapidly gain an understanding of Avaloq’s contracting and purchasing.

Your key tasks

• Prepare contracts and other required documents for Avaloq purchases and external resources, working closely with Vendor Management Category Leads and regional/business area stakeholders.
• Manage end-to-end administrative processes for external resources, including onboarding, extensions, leaves, and lifecycle updates in the system.
• Build a good relationship with vendors and serve as contact for contractual matters in the relevant areas.
• Maintain files for correspondence and documentation in relation to established contracts and those in progress. Ensuring that it is accurate, up-to-date, and easily accessible.
• Monitor contracts and proper managing of dismissals, extensions, or renewals.
• Ensure that vendors receive contracts and purchase order documents in a timely and accurate manner.
• Assist with process improvements and testing of new systems.
• Provide administrative support to the Line Manager and the Head of Vendor Management Operations.
• Handle Vendor Master Data requests, including vendor creation and updates.
• Act as the technical point of contact for SharePoint Management, Microsoft Lists, and process optimization initiatives.

Qualifications

• 1 to 3 years of experience in Business Processing, Project Management, Financial Technology, or related fields.
• Background in Vendor Master Data management
• Background in Contract Management with experience using contract management tools such as DocuSign
• Tech‑savvy, with strong capability in SharePoint administration
• Experience in process improvement
• Strong English communication skills, both oral and written
• Proficient in Microsoft 365, particularly Word, Excel, and Microsoft Lists
• Responsible, approachable, and a strong team player.
• Excellent attention to detail and strong organizational skills
• Ability to perform effectively during peak periods
• Fast learner with strong analytical and problem‑solving skills
• Preferred qualification: background in Resource Management, including onboarding, extensions, and offboarding

Additional Information

We realize that managing work life balance is a challenge we all face in our daily lives and in order to support with this we are pleased to offer hybrid and flexible working for most of our Avaloqers to maintain work life balance and still continue our fantastic Avaloq culture in our global offices.

In Avaloq we are proud to embrace diversity and understand the success of our business is built on the power of different opinions, we are whole heartedly committed to fostering an equal opportunity environment and inclusive culture where you can be your true authentic self.

We hire, compensate and promote regardless of origin, age, gender identity, sexual orientation or any other fantastic traits that make us all unique, we have done our best to write this advert in an inclusive and neutral way.

Please be aware that we will not accept speculative CV submissions for any of our roles from recruitment agencies, and any unsolicited candidate submissions will be exempt from any payment expectations.

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