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.