Project Coordinator

Detailed Roles & Responsibilities

1. Project Scheduling, Tracking & Operational Support

• Assist Project Managers and Department Heads in developing, updating, and monitoring project timelines, milestone trackers, and work breakdown structures across ongoing pharmaceutical, laboratory, and commercial initiatives.

• Coordinate cross-functional project meetings, prepare agenda materials, record accurate meeting minutes, and follow up proactively with team members on assigned action items and deliverables.

• Track daily project progress, identify potential scheduling bottlenecks or resource delays, and escalate issues promptly to senior project leads for resolution.

2. Documentation Control & Regulatory/Quality Administration

• Maintain, organize, and archive project files, Standard Operating Procedures (SOPs), batch/sample records, Certificates of Analysis (CoA), and regulatory submission checklists in strict accordance with Good Documentation Practice (GDP) and company data integrity guidelines.

• Assist in compiling technical dossiers, client onboarding packets, and project status presentations for internal stakeholders and external customers.

• Ensure all project documentation is audit-ready and properly indexed within the company's electronic document management system (EDMS) and shared drives.

3. Procurement, Logistics & Vendor Coordination

• Raise Purchase Requisitions (PRs) and Purchase Orders (POs) for laboratory consumables, reference standards, packaging materials, and third-party project services verify vendor invoices and delivery orders against project budgets.

• Liaise with freight forwarders, courier services, and warehouse teams to coordinate the timely dispatch and receipt of pharmaceutical samples, raw materials, and cold-chain shipments, ensuring proper customs and permit documentation.

• Serve as the primary administrative point of contact for external vendors, equipment service engineers, and contract laboratories to schedule routine maintenance, calibrations, and project deliveries.

4. Budget Tracking & Project Reporting

• Monitor routine project expenditures, petty cash claims, and vendor billing milestones to ensure project costs stay within approved departmental budgets.

• Generate weekly and monthly project status dashboards, KPI summaries, and inventory usage reports using Microsoft Excel and internal ERP/project tracking tools.

Job Requirements & Qualifications (Merit-Based Selection Criteria)

• Educational Qualifications: Diploma, Advanced Diploma, or Bachelor's Degree in Pharmaceutical Sciences, Life Sciences, Chemical Engineering, Business Administration, Supply Chain/Logistics Management, or a related discipline from a recognized institution.

• Relevant Experience: 1 to 2 years of hands-on experience in project coordination, laboratory administration, supply chain operations, or business support-preferably within the pharmaceutical, healthcare, chemical, or FMCG sectors.

• Technical & Software Proficiency:

  • Strong proficiency in Microsoft Office Suite (particularly MS Excel for data tracking, pivot tables, and scheduling, as well as MS Word and PowerPoint) and project management or ERP software (e.g., SAP, MS Project, Trello, or Asana).

  • Basic familiarity with pharmaceutical documentation standards (cGMP / GDP) or willingness to undergo structured on-the-job regulatory compliance training.

• Core Competencies:

  • Strong organizational and time-management skills with the ability to handle multiple project timelines simultaneously.

  • Meticulous attention to detail and accuracy when handling technical documents, purchase orders, and project schedules.

  • Clear, professional written and verbal communication skills to coordinate effectively across technical, commercial, and external vendor teams.