Project Coordinator - Full time remote (based in Portugal)

Job description

Position Overview As a Project Coordinator, reporting to the Senior Manager, you will play a key role in supporting project execution and ensuring smooth engagement with external experts across multiple therapeutic areas. This role focuses on coordination, stakeholder communication, and attention to detail. Job Conditions: Job title: Project Coordinator Location: Portugal (100% from home). Type of contract: permanent Start date: as soon as possible. Salary: 22.000 euros gross per year. Benefits: Compensation for the expenses incurred due to teleworking of a gross fixed amount of 50 euros + private health insurance. Work shift: Monday to Friday, 40 hours per week within US East time zone (includes a one-hour lunch break). Key Responsibilities:  Work closely with the Project Manager to develop detailed project plans, timelines, and deliverables.  Serve as a backup for compliance processes (e.g., Vetting & Debarment/TOV).  Maintain spreadsheets for recruitment, travel, fees, and payment reporting.  Track milestones and deliverables to ensure timely completion.  Use project management tools (Smartsheet, HubSpot, Microsoft Office, AI-based programs) to monitor progress.  Prioritize tasks across multiple therapeutic areas.  Prepare and collect necessary documentation (COI, W-9, ACH forms, contracts).  Share regular project status updates and reports with stakeholders.  Keep organized, audit-ready documentation for all project activities.  Support quarterly and annual closeout processes.  Identify potential risks and collaborate on mitigation strategies.  Communicate scope changes and their impact to relevant parties.  Assist with payment processing and uploads as needed.  Provide general administrative support to project teams. Required Soft Skills  Strong organizational and communication skills.  Ability to manage multiple priorities and work collaboratively in a remote environment.  Attention to detail and proactive problem-solving skills.  Flexibility: Extended hours may be required during critical project phases or tight deadlines. Required Education and/or Experience:  Experience with project management tools (Smartsheet, HubSpot, Microsoft Office, AI-based programs).  Pharma/Life Sciences experience is desirable but not mandatory.  Bachelor’s degree.  1-3 years of relevant work experience.  Basic familiarity with project management concepts (scope, risk, timelines, budgets). Work Schedule • Standard Hours (Remote): Monday to Friday, 40 hours per week within US East time zone (includes a one-hour lunch break). • Flexibility: Extended hours may be required during critical project phases or tight deadlines.