Project Coordinator

Job Overview

The Project Coordinator supports the successful execution of medical communications projects through project coordination and administrative support under the guidance of Client Engagement team members. Working closely with Client Engagement and Production stakeholders, this role helps maintain project timelines, documentation, and processes.

This individual plays a key role in keeping projects organized and progressing by tracking project data, timelines, and deliverables while ensuring compliance with internal processes and client expectations. Success in this role requires strong attention to detail, organization, and the ability to support multiple projects in a fast-paced environment.

Responsibilities

Under the guidance of a Client Engagement or Project Manager, the Project Coordinator is responsible for:

• Supporting projects from initiation through closeout.
• Creating, updating, and maintaining project tasks, timelines, milestones, and records within project management systems.
• Assisting with project setup, including timelines, scopes of work, and billing schedules.
• Supporting resource scheduling and allocation of project hours.
• Preparing status reports, meeting agendas, and recaps.
• Coordinating internal and client meetings.
• Supporting Medical, Legal, and Regulatory (MLR) review processes, including submission tracking and follow-up.
• Maintaining project documentation and historical records in accordance with SOPs.
• Tracking project expenses and assisting with invoicing, audits, and revenue reporting.
• Performing data entry and system maintenance across agency platforms and databases.
• Communicating professionally with internal teams and escalating risks or issues as appropriate.
• Participating in client meetings and programs in a support capacity, including onsite when required.
• Performing other project coordination and administrative duties as assigned.

Education

• Bachelor's degree required or equivalent related experience.
• Communications, Life Sciences, Business, or related field preferred.

Experience

• 1–2 years of experience in project coordination, project management, or a related administrative role.
• Experience in medical communications, agency, consulting, or professional services environments preferred.
• Exposure to project management systems and tools preferred.

Knowledge, Skills & Abilities

• Understanding of project coordination practices and workflows.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines.
• Excellent written, verbal, and interpersonal communication skills.
• Strong time management and prioritization abilities.
• Ability to follow established processes and appropriately escalate issues.
• Collaborative, proactive, and solution-oriented mindset.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Familiarity with project management and document submission systems preferred.
• Professionalism, integrity, and composure under pressure.
• Willingness to travel occasionally (less than 10%).

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