: Generate invoices for sponsors/clients based on project milestones or contracts.
Vendor Payments
: Process vendor bills (labs, site payments, medical writers, couriers, etc.).
Expense Tracking
: Monitor site payments, CRA travel claims, and clinical trial expenses.
Petty Cash Management
: Maintain office petty cash for small expenses with proper documentation.
B. Compliance & Auditing
Statutory Compliance
: Handle GST, TDS, PF, ESI, Professional Tax, and other local taxes.
Audit Coordination
: Assist in internal, statutory, and sponsor audits by providing requested financial data.
Regulatory Reporting
: File monthly/quarterly/yearly returns.
C. Budgeting & Forecasting
Prepare trial cost budgets and monitor variances.
Work with project managers to ensure
trial budget adherence
.
D. Payroll Management
Process monthly salaries, incentives, and reimbursements.
Maintain payroll records and statutory deductions.
2. Admin Role - End to End in CRO
The admin function ensures
smooth operations
for all clinical research activities and the office environment.
Key Responsibilities
A. Office & Facility Management
Manage office infrastructure (internet, electricity, furniture, equipment).
Coordinate with vendors for AMC (Annual Maintenance Contracts) -- IT systems, CCTV, NVR, generators.
Oversee housekeeping, security, and pantry services.
B. Documentation & Compliance
Maintain
Trial Master File (TMF)
support from admin side (logistics, archiving).
Ensure proper document control for contracts, agreements, licenses, and certifications.
Coordinate with ethics committees for submission logistics.
C. Logistics & Travel
Arrange investigator meetings, sponsor visits, and internal training sessions.
Handle travel bookings for CRA, project managers, and investigators.
Manage courier dispatch and tracking of clinical supplies and documents.
D. Procurement
Purchase office supplies, IT equipment, and trial-related consumables.
Get quotations, prepare comparison sheets, and issue Purchase Orders (POs).
E. HR & Employee Support (Overlap)
Maintain attendance and leave records.
Assist HR in onboarding (ID cards, workstation setup, induction materials).
Support in organizing company events and training sessions.
3. Skills Required
Accounts
: Strong in accounting principles, taxation, and software.
Admin
: Vendor management, communication, multitasking.
CRO-specific
: Understanding of clinical research terminology, confidentiality, and GCP guidelines.