Project Coordinator (Medical Communications)

Job description

Red Nucleus is hiring a Project Coordinator to join our Medical Communications team! This person will be hybrid based out of our Toronto office. Our purpose is advancing knowledge to improve lives. We succeed by being the premier provider of strategic learning and development, scientific advisory services, and medical communications solutions for the life sciences industry. Our global team is composed of nearly 800 full-time employees whose commitment to creativity, quality, and on-time delivery is unrivaled in our space. At Red Nucleus, we believe in providing a rich working environment that pushes us to innovate in ways that engages our employees to be their best selves. Our culture is about meaningful work, a true sense of community, and fun. We love to celebrate our people and we are proud to have been Internationally recognized as a “Great Place to Work". Job Overview The Project Coordinator supports the successful execution of medical communications projects by enabling coordination and administration working under close guidance from Client Engagement team members. This role partners closely with Client Engagement and Production stakeholders to ensure timelines, documentation, and processes are maintained accurately and consistently. The Project Coordinator plays a critical role in keeping projects organized and moving forward, ensuring that project data, timelines, and deliverables are tracked, communicated, and aligned with internal processes and client expectations. This individual thrives in a fast paced environment, demonstrates strong attention to detail, and is proactive in supporting teams to deliver 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 coordination and administration of projects from initiation through closeout. Creating, maintaining, and updating project tasks, timelines, and milestones within the agency project management system. Ensuring project information remains current throughout the lifecycle of each project. Assisting with project setup, including creation of timelines aligned to scopes of work and billing schedules. Supporting resource booking by assisting with assignment and scheduling of hours across project tasks. Preparing and maintaining internal and client status reports for review by senior team members. Assisting with scheduling and coordination of internal and client status meetings; preparing agendas and recaps as needed. Supporting the medical/regulatory/legal (MLR) review process, including document submission, tracking, and follow-up. Maintaining organized project documentation and historical records in accordance with agency SOPs. Supporting tracking and allocation of project-related expenses. Assisting with data entry and maintenance in relevant systems (e.g., publication databases, agency management systems). Assisting with audits, invoicing support, and revenue reporting as required. Communicating clearly and professionally with internal teams; escalating issues or risks promptly without responsibility for resolution decisions. Participating in client meetings and programs as needed, supporting senior team members rather than leading client interactions, onsite when required. Performing other project coordination and administrative duties as assigned. Education, Experience, Training, and Knowledge Education Bachelor’s degree required, or equivalent related industry experience (Communications, Life Sciences, Business, or related field preferred) Experience 1–2 years of experience in project coordination, project management, or a related administrative role Prior experience in a medical communications, agency, consulting, or professional services environment preferred Exposure to project management tools and systems strongly preferred Knowledge, Skills & Abilities Foundational understanding of project coordination practices and workflows Strong organizational and administrative skills with high attention to detail Ability to manage multiple tasks and deadlines in a fast‑paced environment Excellent written, verbal, and interpersonal communication skills Ability to follow established processes while learning when and how to escalate issues Strong time‑management and prioritization skills Proactive, solutions‑oriented mindset with willingness to learn and grow Ability to collaborate effectively with cross‑functional internal teams Working knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook) Familiarity with project management tools and document submission systems preferred Professionalism, integrity, and composure under pressure Willingness to travel occasionally (<10%) to support client programs The expected compensation for this role is $52,000 to $68,000 CAN . Compensation will be determined based on an applicant’s skills, competencies, experience, and qualifications. Employees may progress within this range over time based on performance, tenure, and internal equity considerations. Red Nucleus Employees may progress within this range over time based on performance, tenure, and internal equity considerations. 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. #LI-LD1