Payments and Administration Coordinator - Ulm

What You’ll Do

Clinical Trial Payment Operations

• Receive, review, and validate invoices from investigative sites, ethics committees, competent authorities, and vendors
• Process site and study payments in CTMS, ensuring correct milestone achievement, payment amounts, and payee information
• Track, reconcile, and follow up on payments to prevent delays, discrepancies, or duplicate payments
• Support the cleanup and resolution of CTMS payment, invoice, and milestone backlogs

Study Budget & Financial Support

• Prepare and maintain site payment trackers and payment overview tables for Clinical Project Managers
• Support ongoing financial tracking
• Assist with administrative follow‑ups related to site payments

Documentation & Compliance

• Scan, file, and maintain electronic and paper‑based payment documentation, contracts, and invoices in line with EU and country‑specific retention requirements (minimum 10 years)
• Support audits, inspections, and QA activities through accurate and complete documentation

Systems & Tools

• Enter, verify, and reconcile patient milestones and payment data in CTMS
• Maintain internal payment trackers and SharePoint repositories
• Ensure consistency between CTMS data, trackers, and financial documentation

What You’ll Bring

• Experience in clinical trial administration, site payments, or financial operations within a CRO, sponsor, or clinical research environment
• Hands on experience with CTMS and clinical trial payment workflows preferred
• High attention to detail with strong organizational and documentation skills
• Ability to manage high volumes of invoices, payments, and deadlines