Project Coordinator - Regulatory Professional Services (Part-Time)

Company: BeanStock Consulting

Department: Professional Services Organization (PSO)

Location: San Diego, CA – Remote / Hybrid

Employment Type: Part-Time, W-2, Nonexempt

Compensation: $22–$26 per hour, depending on experience and qualifications

Schedule: Approximately 20 hours per week

Reports to: President / PSO Leadership

About BeanStock Consulting

BeanStock Consulting is a regulatory and technical consulting firm supporting medical device, digital health, and life sciences innovators through regulatory strategy, product development guidance, quality systems, cybersecurity, AI, and FDA market access services.

BeanStock Consulting is part of BeanStock Ventures, combining specialized regulatory and technical expertise with the resources of a broader organization.

Our Professional Services Organization (PSO) coordinates multidisciplinary teams of regulatory, engineering, software, clinical, and quality experts to deliver client projects through structured scopes of work, defined milestones, and collaborative project execution.

We are seeking a detail-oriented, organized, and proactive Project Management Coordinator to support our growing client project portfolio and help streamline day-to-day project operations.

Position Overview

The Project Coordinator supports day-to-day project operations, ensuring schedules, tasks, documentation, and team communications remain organized and up to date.

This position is ideal for recent grands or early-career professional who enjoys working across multiple projects, coordinating with technical teams, tracking deliverables, and improving operational efficiency.

Key Responsibilities:

Project Coordination

• Maintain project schedules, milestones, assignments, and action-item trackers.
• Coordinate client and internal meetings, agendas, and follow-up activities.
• Monitor deadlines and proactively follow up with project owners.
• Maintain project information and task statuses in Accelo (project management tool).
• Support client onboarding, project kickoffs, and administrative closeout.

Documentation & Reporting

• Organize and maintain project files in SharePoint.
• Prepare meeting notes, project status updates, and portfolio reports.
• Track deliverables against approved Statements of Work (SOWs).
• Maintain accurate project documentation and records.

Resource & Financial Administration

• Coordinate subject matter expert availability and scheduling.
• Track project assignments, resource allocations, and time-entry completion.
• Support invoice-readiness reviews and administrative billing coordination.
• Identify overdue tasks, missing information, and potential scope changes for escalation.

Process Improvement

• Maintain reusable project templates, checklists, and workflows.
• Identify opportunities to improve reporting and administrative efficiency.
• Support process standardization and automation across project teams.

Qualifications:

Required

• Bachelor's degree in Business Administration, Project Management, Operations, Engineering, Life Sciences, or a related field.
• 1–2 years of professional experience in project coordination, business operations, professional services, or administrative project support preferred.
• Strong organizational skills, attention to detail, and follow-through.
• Proficiency with Microsoft 365, including Excel, Outlook, Teams, and Word.
• Excellent written and verbal communication skills.
• Ability to independently manage multiple priorities and meet deadlines.
• Strong sense of accountability, professionalism, and confidentiality.

Preferred

• Experience with Accelo, SharePoint, Microsoft Planner, or similar project management tools.
• Experience in consulting, engineering services, healthcare, or technology organizations.
• Familiarity with project schedules, status reporting, resource coordination, and SOW tracking.
• Interest in medical devices, life sciences, or regulated industries.
• Medical device or FDA regulatory experience is not required.

What Success Looks Like

Within the first 90 days, you will be expected to maintain accurate project trackers, coordinate meetings and follow-ups, keep project documentation current, support milestone tracking, and reduce routine administrative workload for project leadership.

Why Join BeanStock Consulting?

• Work with experienced professionals supporting innovative medical technologies.
• Gain exposure to regulatory consulting, engineering, and professional services operations.
• Build project coordination and operational management expertise.
• Contribute to process improvements and business growth.
• Enjoy a flexible part-time schedule and a collaborative professional environment.

Join BeanStock Consulting and help our teams bring innovative medical technologies to market.