Project Coordinator

Overview

The Project Coordinator plays a vital role in supporting multiple client projects and managing administrative tasks to ensure smooth operations within the company. This position requires proactive multitasking, excellent analytical reasoning, and a willingness to learn new skills while supporting a team that delivers top-quality solutions for pharmaceutical clients.

Key Responsibilities

• Provide administrative and project support to ensure timely and efficient project delivery by collaborating with account teams and occasionally liaising with clients on administrative issues.
• Coordinate planning and logistics for client meetings, including travel arrangements and venue communications.
• Work alongside account teams to manage and update project timelines as necessary to meet client expectations.
• Communicate with associates and suppliers as required by project demands.
• Assist in preparing and issuing Statements of Work (SOWs) accurately and on schedule.
• Manage content input and amendment processes within Veeva Promomats and Spectra alongside scientific and account teams.
• Order scientific references, images, and production materials such as tent cards, badges, agendas, working collectively with relevant stakeholders and external vendors.
• Organize global travel logistics for company employees, including flights, accommodations, and car rentals.
• Research and coordinate venues, accommodations, and catering for internal meetings and major events.
• Arrange hospitality details for client visits and manage day-to-day office tasks including telephone, postal, courier services, and maintaining supplies.
• Format and quality check documents such as correspondence, proposals, reports, schedules, and presentations across Microsoft Office platforms.
• Maintain secure filing and archiving practices in compliance with company policies.
• Provide general administrative support and guidance to colleagues as needed.
• Take initiative in evaluating and testing new software applications to enhance company operations.
• Source and purchase images while respecting copyright guidelines and update company marketing materials and online content.
• Support the Finance team with purchase order preparation, calendar management for finance meetings, and financial administration using SAGE and CMAP.
• Occasionally travel within Europe and internationally to support client accounts.
• Perform additional duties reasonably connected to the role as assigned, adhering to all legal, health, safety, information security, and business ethics standards.

Additional Information

All personal data collected during the application process will be handled in accordance with the company's Privacy Policy. Applicants with disabilities requiring accommodations during application may contact the company directly. The employer is an Equal Opportunity Employer and is committed to non-discrimination on any protected basis.

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