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Project Coordinator II
12830 El Camino Real, Suite 400, SD Headquarters San Diego, CA 92130 US
Job Description
*Depending on experience
Position Overview:
We are seeking a highly organized, detail-oriented Project Coordinator for a temporary role supporting cross-functional initiatives that involve multiple internal teams and third-party vendors. This individual will play a critical role in keeping projects on track by managing timelines, coordinating communications, and ensuring accurate processing and tracking of vendor-related tasks, including invoices and deliverables. This is an excellent opportunity for someone who excels at coordination, communicates effectively, and takes pride in maintaining high levels of accuracy.
Key Responsibilities:
• Vendor Coordination: Serve as the primary point of contact for external vendors, ensuring timely communication, clear expectations, and the smooth execution of deliverables.
• Information Gathering: Partner with internal stakeholders across departments (e.g., finance, legal, IT, HR) to collect necessary data, feedback, and approvals to support project progress and respond to vendor inquiries.
• Project Tracking: Maintain detailed project trackers and dashboards to monitor status, deadlines, and deliverables. Proactively flag delays or issues to project leads.
• Documentation & Reporting: Maintain accurate project documentation including contracts, invoices, meeting notes, and status updates. Create and distribute regular project summaries to stakeholders.
• Meeting Coordination: Schedule and facilitate cross-functional and vendor meetings. Prepare agendas, take detailed notes, and follow up on action items to ensure accountability.
• Process Support: Help improve and maintain consistent processes for vendor engagement, invoice submission, and internal reporting.
Skills:
Qualifications:
• 3-5 years of experience in project coordination, vendor management, operations, or a similar role.
• Strong attention to detail and demonstrated ability to manage complex workflows involving multiple stakeholders.
• Proficient in Microsoft Office Suite, particularly Excel, PowerPoint, Outlook, and Teams.
• Excellent communication skills both verbal and written—able to synthesize information clearly and professionally for both internal and external audiences.
• Proven ability to stay organized, track progress, prioritize tasks effectively, and manage time well under pressure.
• Comfortable working with cross-functional teams in a fast-paced and evolving environment.
Preferred Qualifications:
• Experience working with teams that require high level of communication and attention to detail
• Exposure to tools like Smartsheet, SharePoint, or similar platforms is a plus.
• Background in pharmaceutical or biotech industry preferred.
Education:
Bachelors degree preferred
Equal Opportunity Employer: We are proud to be an equal opportunity employer. We welcome and encourage applications from all qualified candidates regardless of race, sex, gender identity or expression, disability, age, religion or belief, sexual orientation, or any other characteristic protected by applicable laws and regulations. It is our policy not to discriminate against any applicant or employee, and we are committed to fostering a diverse, inclusive, and respectful work environment across all locations in which we operate. We believe that diversity, equity, and inclusion are fundamental to our mission and enhance our ability to serve clients globally. If you have a disability or require any reasonable accommodations during the application or interview process, please inform your recruiter or contact us directly so that we can explore the appropriate arrangements.
Fraud Alert: Candidate safety is a top priority at Planet Pharma. The industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it’s from an official Planet Pharma domain (@planet-pharma.com, @planet-pharma.co.uk, and @ppgadvisorypartners.com) and not a domain with an alternative extension like .net, .org or .jobs.
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