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Site Services Administrator (Vendor Payments)

Posting Date:  Jun 26, 2024
Department:  Operations-Site Admin & FM
Business Unit:  Administration & Facilities Management
Country:  United States
State:  New York
Location:  Central Islip
Req Id:  85190

NOTICE to APPLICANTS: The job posting is for local applicants only. It is not for those applying for a global assignment and/or for employees working outside of Cipla's U.S. subsidiaries or affiliates.


About Cipla


Cipla is a leading global pharmaceutical company, dedicated to high-quality, branded, and generic medicines. We are trusted by healthcare professionals and patients across geographies. Over the last eight decades, we have strengthened our leadership in India’s pharmaceutical industry and fortified our promise of strengthening our global focus by consolidating and deepening our presence in the key markets of India, South Africa, the U.S., and other economies of the emerging world. Driven by the purpose ‘Caring for Life’, Cipla’s focus has always been on making affordable, world-class medicines with a reputation for uncompromising quality standards across the world.


In the last 85 + years, Cipla has emerged as one of the most respected pharmaceutical names in India as well as across more than 100 countries. Cipla is a fast-growing pharmaceutical company with a continued focus on the expanse of our strong legacy. Over the last five years, Cipla has significantly expanded its portfolio and presence in the U.S. with both a generic and brand division.


InvaGen Pharmaceuticals, Inc.


InvaGen Pharmaceuticals is a Cipla subsidiary engaged in the development, manufacture, marketing, and distribution of generic prescription medicines with focus on a range of therapeutic areas, including cardiovascular, anti-infective, CNS, anti-inflammatory, anti-diabetic, and anti-depressants. The company was founded in 2003 and is based in Central Islip and Hauppauge, New York. In October 2020, InvaGen established its project site in Fall River, Massachusetts to support the launch of Cipla’s respiratory business in the United States.


Job Title

Site Services Administrator (Vendor Relations and Payments)

Organization Name

InvaGen Pharmaceuticals, Inc. (or Cipla USA)


550 South Research Place, Central Islip, NY 11722.

Employment Type

(Hourly/ Full Time)

Full Time

Hourly Non/Exempt

Salary Range

(Base/ Hourly)

$16.00 - $29.50 per hour.  The salary range mentioned is an anticipated base salary range for this position. Exact salary depends on several factors such as experience, skills, education, and budget. Salary range may vary based on geographic location. In addition to base salary, this position may be eligible for benefits and participation in a bonus program based on performance and company results.


In addition to a fulfilling career and competitive salary, the Company offers a comprehensive benefits package to include a 401(k) savings plan and matching, health insurance – medical/dental/vision, health savings account (HSA), flexible spending account (FSA), paid time off (PTO) – vacation/sick/flex time, paid holidays, short-term disability (STD), long-term disability (LTD), parental leave, paid and unpaid family leave, employee discounts, and other benefits.

Work Hours/ Shift/ Remote

General Shift, Typically, 9:00 AM to 5:30 PM ET.

Must be able to work some weekends or extended hours based on business needs.

Onsite, in-person.  No remote work.

Notice to Applicants

The job posting is for local applicants only.  It is not for those applying for a global assignment and/or for employees working outside of Cipla's U.S. subsidiaries or affiliates.  No new employment sponsorship will be provided.  Relocation is negotiable for eligible candidates.

Equal Opportunity Employer

Cipla and its U.S. affiliates is an equal opportunity employer.  The Company does not discriminate in its hiring process based on Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.  At Cipla, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require reasonable accommodation to make your application or interview experience a great one, please contact the recruiter.

Scope of Role

The content and statements documented in this job description are designed to describe the general nature and level of work as well as provide a basic understanding of the role, responsibilities, and expectations of the person assigned to perform the job. This job description is not designed to provide an exact or exhaustive list of all job duties, tasks, skills, and qualifications. The intent of this job description is to be representative of the knowledge, skills, and abilities needed to satisfactorily perform the essential functions of the position satisfactorily and in accordance with the established performance expectations.


This Site Services Business Partner role is an individual contributor role with a focus on vendor relations and payments.  This position works under close supervision and reports to the Head of Administration and Site Services.  Decisions are reviewed regularly for quality of judgement, and overall adequacy and accuracy to minimize impacts.  Most, if not all, decisions will have legal and compliance implications, and/or affect the financial management and operations of the business.

General Position Summary

This position provides support to the Site Services Department through the development of continuously improving processes, aggregating and analyzing data, managing vendor relationships through their entire life cycle including, onboarding, day-to-day transactions and assisting in the processing of data and financial requirements for critical to business operations. 

Responsibilities/ Accountabilities

  • Reconciling vendor contracts and invoices, as well as invoice to purchase order price variances.
  • Maintaining daily logs and activities for services provided.
  • Processing purchase requisitions (PRs) and purchase orders (POs).
  • Tracking and reporting vendor supplies, services, work schedules and hours logged.
  • Analyzing data, track and forecast budget expenditures.
  • Managing projects, conduct third-party supplier due diligence and support change efforts.
  • Setting up, planning, and coordinating with vendors.
  • Maintaining and creating detailed, accurate reports and workflows.
  • Tracking and tracing all accounts payable (AP) deliverables.
  • Performing internal audits and supporting eternal efforts for oversight and accountability
  • Completing ad hoc reporting and data entry as needed.
  • Finding vendors and proposals based on URS.
  • Creating CER, SAP PRs, and GRNs.
  • Securing vendor quotes for analysis and providing technical comparisons for OPEX and CAPEX expenditures.
  • Working with Global (India) and U.S. Supply Chain/Procurement, Finance, Facilities, Warehouse Departments and other stakeholders and managers as designated by the Department Head.
  • Drafting vendor requirements and criteria, develop the scope of services for projects and contracts and manage execution from planning to inception and completion.
  • Developing a system for accurate and comprehensive electronic recordkeeping related to special projects, contractual vendor relationships and departmental initiatives.
  • Performing other site services and vendor relations duties as assigned.

Education Qualifications

  • A minimum of a high school diploma/GED, or foreign equivalent education credential is required. An associate’s degree or higher in business administration, engineering, pharmaceutical sciences or relevant field of study from an accredited institution is preferred.
  • Must fluently speak English as a first or second language.
  • Must fluently communicate and understand (read and write, present) in English.
  • Ability to attain professional certifications in areas such as contracts management, facilities management, project management, procurement/purchasing/supply chain management is required.


  • Minimum of three (3) years of direct experience in facilities, procurement/purchasing, site services, or vendor relations in an industrial manufacturing setting is required.
  • Possess current knowledge of Cipla’s capital expenditures, procurement, financial/accounts payable processes.
  • Handling and overseeing CAPEX approvals from budgeting and request creation through to product and/or services delivery.
  • Experienced user of SAP, Concur Expense Reporting, Cimmra Invoicing Portal, and CER systems proficiently. 
  • Experience leading or contributing to vendor systems integrations is preferred.
  • Creating PRs, POs, and GRNs.
  • Interfacing vendors and handling payments on behalf of the Company.
  • Excellent customer service skills and experience handling difficult people, and defusing and deescalating situations.
  • Managing multiple projects and prioritizing workload.
  • Collaborating and working with a diverse range of stakeholders in a multi-cultural setting for optimal execution of activities.
  • Training others on applicable site services processes, policies and procedures.
  • Proficient user of Microsoft Office Suite to include Excel, PowerPoint, Outlook, Word, etc., with experience and knowledge of using calculators, and word processing and spreadsheet programs.
  • A self-starter with the ability to develop and implement process improvement practices.
  • Working in Good Manufacturing Practices (GMP) in a pharmaceutical setting is preferred.

Skills/ Competencies

  • Must possess and demonstrate good math and accounting aptitude.
  • Strong data analytical, interpreting, and reporting skills with keen attention to details and ensuring accuracy in data and information.
  • Ability to demonstrate competent judgement, decision-making, and analytical thinking.
  • Ability to maintain confidentiality and protection of confidential and proprietary information/documents.
  • Strong organizational and time management skills, and ability to prioritize and multitask in a fast-paced environment under tight deadlines.
  • Strong problem-solving skills, flexibility, and adaptable to change.
  • Maintain good working relationships with all stakeholders inside and outside the firm.
  • Self-motivated with the ability to work in a fast-paced, highly energetic manufacturing environment handling multiple tasks simultaneously.
  • Demonstrate honesty, trust, integrity, strong business ethics and compliance.
  • Demonstrate “can do” and “will do” attitude and approach.
  • Ability to work autonomously and under close or general supervision.
  • Ability to read, write and speak clearly/coherently and effectively in English.

Physical Requirements

  • Ability to lift up to 25 pounds with or without assistance.
  • Sitting at a desk and/or working at a computer or other “screen” 75% or greater for an 8-hour period or longer.
  • Able to frequently stand, bend, walk, sit, climb, balance, stoop or crouch, kneel, reach, push, pull, grasp, feel, talk, write, type, listen and hear.
  • Must be able to wear personal protective equipment (PPE) such as hard hat, hair net, safety shoes, glasses, lab coat, and other required gear.
  • Must be able to work productively in an open office area with consistent people traffic and interactions.
  • Must be able to travel occasionally, up to 15%, domestically and between Company sites and vendor locations as needed.
  • Must have a valid driver’s license and unrestricted record for travel purposes.

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