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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
The staffing 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 and never provide banking information during the application process. Candidate safety is a top priority at Planet Pharma.
Planet Pharma is an equal opportunity employer. It is our practice not to discriminate against any employee or applicant based on any criteria, condition or basis protected by laws or regulations in the locations where we do business. All qualified applicants are encouraged to apply. We celebrate diversity and are committed to providing an environment of mutual respect. We believe that diversity, equity and inclusion enable us to better meet our mission and values while serving our clients across the globe. If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter, or contact us, so that we can discuss the appropriate alternatives available.
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