Project Coordinator

Job Description – Project Coordinator

Department: Project Management Office (PMO)
Experience: 5+ Years

Job Summary

The Project Coordinator is responsible for supporting project execution and portfolio management activities by ensuring effective project coordination, governance, reporting, financial tracking, and stakeholder communication. The role partners closely with Project Managers, PMO teams, Finance, and cross-functional business stakeholders to maintain accurate project information, monitor project performance, and support governance activities using Planview and other Project Portfolio Management (PPM) tools.

This position plays a critical role in ensuring projects are delivered in accordance with organizational PMO standards while maintaining high-quality project documentation, reporting accuracy, and compliance within the Life Sciences environment.

Key Responsibilities

Project Coordination

• Coordinate day-to-day project activities across multiple projects and workstreams.
• Support Project Managers in planning, execution, monitoring, and project closure activities.
• Track project schedules, milestones, deliverables, dependencies, risks, issues, assumptions, and action items.
• Monitor project progress and proactively identify schedule or resource constraints.

Project Governance & Reporting

• Support project governance meetings, steering committee reviews, and status meetings.
• Prepare project status reports, dashboards, KPIs, meeting minutes, and executive presentations.
• Facilitate stakeholder communications and ensure timely distribution of project updates.
• Ensure compliance with PMO governance standards and reporting requirements.

Planview & Project Portfolio Management

Maintain project information within Planview and other PPM platforms, including:

• Project creation and setup
• Schedule and milestone maintenance
• Project status and health reporting
• Resource allocation and utilization tracking
• Budget and financial updates
• Risk, issue, assumption, and dependency (RAID) management
• Change request documentation and tracking
• Demand intake support
• Portfolio governance activities

Financial & Resource Management

• Assist in monitoring project budgets, forecasts, actual costs, and resource utilization.
• Support financial reporting and variance analysis.
• Generate project and portfolio financial reports for PMO and leadership.
• Ensure financial information is updated accurately within project management systems.

Documentation & Compliance

• Maintain complete, accurate, and compliant project documentation.
• Ensure documentation adheres to PMO standards and organizational procedures.
• Support document version control and audit readiness.
• Participate in data quality initiatives to improve reporting accuracy.

Risk & Issue Management

• Maintain project RAID logs.
• Escalate project risks, issues, schedule delays, and resource constraints to Project Managers.
• Support mitigation planning and action tracking.

Collaboration & Continuous Improvement

• Collaborate with Project Managers, Finance, PMO, IT, Quality, and business stakeholders.
• Support cross-functional teams to ensure successful project execution.
• Contribute to process improvement initiatives related to project coordination, reporting, governance, and PMO best practices.

Qualifications

• Bachelor's degree in Information Technology, Engineering, Life Sciences, Business Administration, or a related discipline.
• 3–5 years of experience in Project Coordination, PMO Support, Project Administration, or similar roles.
• 1 to 3 years of prior experience within the Life Sciences, Pharmaceutical, Biotechnology, or Medical Devices industry is preferred.
• 1 to 3 years of experience working with Planview or other Project Portfolio Management (PPM) tools is highly preferred.
• Basic understanding of project financial management, budgeting, forecasting, and reporting.
• Proficiency in Microsoft Excel, PowerPoint, Word, and reporting tools.
• Strong organizational, analytical, and communication skills.
• Ability to manage multiple priorities in a fast-paced, cross-functional environment.

Required Skills

• Project Coordination
• Project Administration
• PMO Support
• Planview
• Project Portfolio Management (PPM)
• Project Scheduling
• Portfolio Reporting
• Project Governance
• Status Reporting
• Resource Tracking
• Budget Monitoring
• Financial Reporting
• Risk & Issue Tracking
• Change Management
• Documentation Management
• Stakeholder Communication
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Word
• Process Improvement

Preferred Skills

• GxP
• GAMP 5
• Agile Methodology
• Waterfall Methodology
• Hybrid Project Management
• Demand Management
• Portfolio Governance
• Resource Planning
• Budget Forecasting
• Financial Tracking
• RAID Management
• KPI & Dashboard Reporting

Preferred Competencies

• Understanding of Agile, Waterfall, and Hybrid project delivery methodologies.
• Knowledge of portfolio management and PMO governance frameworks.
• Experience supporting project financial and resource management activities.
• Strong analytical and problem-solving capabilities.
• Excellent attention to detail and organizational skills.
• Ability to collaborate effectively with global and cross-functional teams.
• Strong written and verbal communication skills.
• Ability to work independently while managing multiple concurrent priorities.
• Commitment to continuous improvement and operational excellence.