Job Description

Position Overview:

We are seeking a highly organized, detail-oriented Project Coordinator for a temporary role supporting cross-functional initiatives that involve multiple internal teams and third-party vendors. This individual will play a critical role in keeping projects on track by managing timelines, coordinating communications, and ensuring accurate processing and tracking of vendor-related tasks, including invoices and deliverables. This is an excellent opportunity for someone who excels at coordination, communicates effectively, and takes pride in maintaining high levels of accuracy. Key Responsibilities: • Vendor Coordination: Serve as the primary point of contact for external vendors, ensuring timely communication, clear expectations, and the smooth execution of deliverables. • Information Gathering: Partner with internal stakeholders across departments (e.g., finance, legal, IT, HR) to collect necessary data, feedback, and approvals to support project progress and respond to vendor inquiries. • Project Tracking: Maintain detailed project trackers and dashboards to monitor status, deadlines, and deliverables. Proactively flag delays or issues to project leads. • Documentation & Reporting: Maintain accurate project documentation including contracts, invoices, meeting notes, and status updates. Create and distribute regular project summaries to stakeholders. • Meeting Coordination: Schedule and facilitate cross-functional and vendor meetings. Prepare agendas, take detailed notes, and follow up on action items to ensure accountability. • Process Support: Help improve and maintain consistent processes for vendor engagement, invoice submission, and internal reporting.

Skills:

Qualifications: • 3-5 years of experience in project coordination, vendor management, operations, or a similar role. • Strong attention to detail and demonstrated ability to manage complex workflows involving multiple stakeholders. • Proficient in Microsoft Office Suite, particularly Excel, PowerPoint, Outlook, and Teams. • Excellent communication skills both verbal and written—able to synthesize information clearly and professionally for both internal and external audiences. • Proven ability to stay organized, track progress, prioritize tasks effectively, and manage time well under pressure. • Comfortable working with cross-functional teams in a fast-paced and evolving environment. Preferred Qualifications: • Experience working with teams that require high level of communication and attention to detail • Exposure to tools like Smartsheet, SharePoint, or similar platforms is a plus. • Background in pharmaceutical or biotech industry preferred.

Education:

Bachelors degree preferred

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