Coordinator, Clinical Trial Project Management

The Coordinator, Clinical Trial Operations, plays a central role in managing project service processes throughout the study lifecycle — from initiation to closeout. By partnering with project stakeholders, coordinating vendors, and facilitating documentation workflows, the Coordinator ensures that project activities run smoothly, deliverables are achieved on schedule and within budget, while maintaining compliance with internal and customer requirements.

The Coordinator role is designed as the second step in the clinical trial project management pathway, offering broader responsibility and ownership.

Responsibilities

• Act according to relevant SOPs, WIs, guidelines, and workflows (related to project management, import-export, etc.) and in the best interest of the client and the project.
• Coordinates active projects and their activities, according to the Project scope, CTI, regulatory and client requirements
• Provide consultative guidelines on study set-up and during the project life span, building project scope incorporating goals according to client requirements and local legislation.
• Plan the project, its needs, a service structure, budget and project instructions
• Track and trace the execution of activities, adherence to timelines and overall budget management internally to ensure accurate execution and data entry.
• Vendor Invoice verification and processing, and order tracking
• Communicate relevant information about the project activities and reporting, as well as internal and external communication on project matters through the software established in the Company.
• Draft supportive project-related documentation under SME supervision, routing and monitoring approvals, where required. Control of documentation retention
• Summarizing the progress of the project and ensuring the reports are prepared by key stakeholders on the project status.
• Uploading and monitoring project budget and records in WIMS, and regular follow-up on the execution of project timelines and the budget
• Oversee procurement activities within assigned projects, including placing orders with the Procurement team, ensuring timely purchases, and coordinating price offer approvals with the client.
• Prepare amendments to SOW for the active projects.
• Retention of project documentation in full, and where needed, maintaining a project checklist on the project requirements and documents.
• Supporting the periodical archiving of the project documentation upon project completion Requirements A bachelor’s degree or equivalent in a relevant field, such as business administration, project management, foreign trade, or Logistics. 1 -3 years of relevant experience in project management and/or logistics in a similar-level role (pharmaceutical experience desirable) Strong project coordination and organizational skills, with the ability to manage multiple study activities in parallel. Effective communication and stakeholder management across internal teams and external vendors. Proficiency in MS Office and project management systems, with aptitude for learning new tools. Analytical mindset with problem-solving skills to anticipate and resolve issues. Solid understanding of clinical trial processes, regulatory requirements, and GMP/GDP Familiarity with vendor management, project documentation workflows, and budget oversight. Knowledge of SOPs, WIs, and quality standards in clinical trial logistics. Proactive, accountable, and results-oriented with a focus on timely delivery. Collaborative team player who can partner effectively across functions and cultures. Flexible, adaptable, and resilient in a fast-paced, evolving environment. Strong attention to detail while keeping focus on overall project oversight.