Project Coordinator

SUMMARY

The Project Coordinator is a key member of the Program Management team, providing direct support to Program and Project Managers in planning, organizing, and executing projects. This role ensures smooth coordination between internal teams and external customers, manages day‑to‑day project logistics, and assists with general administrative functions that contribute to operational effectiveness.

ESSENTIAL RESPONSIBILITIES

Primary: Project Management Functions

• Support Program and Project Managers throughout the project lifecycle, ensuring accurate tracking of actions, risks, and deliverables.
• Facilitate and monitor incoming customer requests, concerns, and priorities; ensure timely routing and follow‑up.
• Act as a customer‑facing coordinator for routine updates, meeting scheduling, and communication needs.
• Prepare project documentation including meeting minutes, status reports, and communication summaries.
• Assist in updating project schedules and tracking project milestones, deadlines, and risks; proactively identify gaps or delays.
• Participate in weekly project status meetings and assist in preparing agendas and materials.
• Maintain organized project files, notes, data, and documentation archives.
• Assist with additional project management responsibilities as requested by Program and Project Managers.

Secondary: Office Administration Functions

• Provide courteous service to external customers, vendors, and visitors.
• Manage reception functions such as greeting visitors and answering phone calls.
• Maintain general office information, internal announcements, and communication postings.
• Monitor and replenish office supplies, snacks, and consumables.
• Assist in preparing materials and logistics for on‑site customer meetings.
• Support general office tasks as needed.

EXPECTATIONS

• Contribute positively to a collaborative and supportive working environment.
• Perform all tasks in alignment with company quality and safety standards.
• Participate actively in training, team communication, and departmental initiatives.
• Demonstrate integrity, professionalism, and accountability.
• Anticipate challenges and work proactively to resolve them.
• Maintain a resilient, optimistic approach to change and problem-solving.
• Work independently when needed while uplifting and motivating others.
• Remain organized, data-driven, and committed to meeting deadlines with a positive attitude.

QUALIFICATIONS

Below are the guidelines for education, knowledge, skill, and/or abilities needed to perform each essential duty satisfactorily. Reasonable accommodation will be considered for individuals who are unable to meet the required qualifications.

Required:

• Associate degree or at least 4 years of relevant experience.
• Strong proficiency with Windows OS, Microsoft Word, and Microsoft Excel.
• Exceptional organizational skills with strong attention to detail.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities and follow through on commitments.

Preferred:

• Previous experience in project management functions.
• Previous experience in medical device or pharmaceutical operations.
• Previous experience with project planning (Microsoft Project, Smartsheet, etc.)