Project Coordinator - Full time remote (based in Portugal)

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.