The Project Coordinator supports the successful execution of medical communications projects by providing project coordination and administrative support under the guidance of Client Engagement team members. This role partners with Client Engagement and Production stakeholders to ensure timelines, documentation, and processes are maintained accurately and consistently.
The Project Coordinator helps keep projects organized and moving forward by tracking project data, timelines, and deliverables while ensuring alignment with internal processes and client expectations. The ideal candidate thrives in a fast-paced environment, demonstrates strong attention to detail, and proactively supports teams in delivering high-quality work on time and within scope.
Responsibilities
Under the guidance of a Client Engagement or Project Manager, the Project Coordinator is responsible for:
- Supporting the coordination and administration of projects from initiation through closeout.
- Creating, maintaining, and updating project tasks, timelines, and milestones within the project management system.
- Ensuring project information remains accurate and current throughout the project lifecycle.
- Assisting with project setup, including timelines aligned with scopes of work and billing schedules.
- Supporting resource booking and scheduling across project tasks.
- Preparing and maintaining internal and client status reports for review.
- Coordinating internal and client meetings, including agendas and meeting recaps.
- Supporting medical, legal, and regulatory (MLR) review processes, including document submission, tracking, and follow-up.
- Maintaining organized project documentation and records in accordance with company procedures.
- Tracking and allocating project-related expenses.
- Assisting with data entry and maintenance in agency management systems and publication databases.
- Supporting audits, invoicing activities, and revenue reporting.
- Communicating effectively with internal teams and escalating issues or risks as needed.
- Participating in client meetings and programs to support senior team members, including onsite attendance when required.
- Performing other project coordination and administrative duties as assigned.
Education
- Bachelor's degree required; Communications, Life Sciences, Business, or a related field preferred.
- Equivalent industry experience may be considered.
Experience
- 1-2 years of experience in project coordination, project management, or a related administrative role.
- Experience in a medical communications, agency, consulting, or professional services environment preferred.
- Experience with project management tools and systems preferred.
Knowledge, Skills & Abilities
- Foundational knowledge of project coordination principles and workflows.
- Strong organizational and administrative skills with exceptional attention to detail.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Excellent written, verbal, and interpersonal communication skills.
- Ability to follow established processes and appropriately escalate issues.
- Strong time management and prioritization skills.
- Proactive, solutions-oriented mindset with a willingness to learn and grow.
- Ability to collaborate effectively with cross-functional teams.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Familiarity with project management and document submission systems preferred.
- Professionalism, integrity, and composure under pressure.
Diversity, equity and inclusion are valued at Red Nucleus and we believe we have a shared responsibility to provide equal opportunity and foster an inclusive spirit. We do not discriminate on the basis of race, color, national origin, religion, caste, sexual orientation, gender, age, marital status, veteran status, or disability status.
To learn more about working at Red Nucleus, please visit Careers | Red Nucleus.
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