Project Coordinator
Description
Imagine a workplace where your expertise is valued, your ideas spark change, and creativity fuels innovation. Fingerpaint Group is a vibrant blend of individuals, a full spectrum of life science solutions, and a culture that thrives on originality and a shared commitment to pushing the boundaries of what’s possible. Never Paint by Number isn't just our motto—it's how we work—collaboratively and creatively. If you're ready to bring your passion to a team that sees beyond limitations, we want to hear from you.
Fingerpaint Group’s medical communications solutions, Fingerpaint Medical helps pharmaceutical and biotech companies communicate complex scientific data effectively, enabling healthcare providers to make informed decisions that advance patient care. Our targeted educational programs and strategic communications support product adoption and drive commercial success in competitive therapeutic areas.
Project Coordinator
Objectives of this role:
The Project Coordinator is an entry-level role that combines assuring client expectations are met with respect to project quality and on-time delivery, while acting as a close liaison with all internal agency departments. You will learn agency workflow and route management for a diverse portfolio of projects from inception to completion. This role requires a trusted team player who can support senior staff to drive projects forward, ensuring they are delivered on time, on budget, and to the highest quality standards.
Duties and Responsibilities:
Account Management
- Gain understanding of who clients are and how we support them; interact with clients in administrative capacity.
- Gain experience with business writing skills by documenting client contact reports, requests, and meeting outcomes concisely and accurately.
- Support senior colleagues by facilitating daily administrative or project-related tasks, as experience permits.
- Learn how to manage project expectations and provide regular updates on project status, risks, and timelines.
- Develop basic knowledge of client organizations, products, disease states, client SOPs and processes and medical education.
Project & Financial Management
- Learn agency workflow and systems for routing projects and trafficking materials to the creative and editorial teams, ensuring timely review and adherence to project timeline and budget. This may also include preparing project briefs.
- Open and maintain all project files and job folders according to team naming and file management processes.
- Opens jobs within the project and time management system (Workamajig).
- Learn how to prepare weekly burn reports and/or track project budgets.
- Develop a basic understanding of internal and client financial processes and SOPs and support senior team with financial management.
Communication & Internal Collaboration
- Proficient in scheduling and coordinating meetings, ensuring seamless communication, calendar alignment, and efficient time management across teams and external stakeholders.
- Participate in internal/external meetings, distilling notes into key points and actionable next steps for stakeholders.
- Proactively communicate project status to internal stakeholders, keeping a clear record of all critical communications.
- Carefully evaluate project workload and timelines, raising potential resourcing risks with manager to collaboratively determine how to manage coverage needs.
- Provide support and actively participate on project team driving effective teamwork and using strong collaboration skills.
Regulatory & Compliance
- Ensure all project deliverables meet high-quality standards by conducting thorough content reviews prior to client submission.
- Manage routing and submission of materials for review, demonstrating basic knowledge of Veeva and related Medical, Legal, and Regulatory (MLR) systems required for client projects.
Qualification Requirements
- Education: Bachelor’s degree, preferably in health sciences, marketing, or communications.
- Experience: At least one year of work or related experience in a healthcare, marketing, or communications agency.
- Skills:
- Excellent organizational skills, attention to detail, and follow-through.
- Proficient in Microsoft Office products including Outlook, Teams, Word, beginner-level Excel and PowerPoint.
- Experience with publication management software is a plus.
Don’t meet every single requirement? That’s okay! Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Fingerpaint, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your experience doesn’t align perfectly, we encourage you to apply anyway. You may be just the right candidate for this or other roles! Our team of qualified recruiters can match you with the right opportunity. Fingerpaint Group provides equal employment [and affirmative action] opportunities to all applicants and employees. We are proud to recruit qualified applicants without regard to race, color, religion, gender, age, ethnic or national origin, protected veteran status, physical or mental disability, sexual orientation, gender identity, marital status, or citizenship status.