Entry Level Project Coordinator

$44,720 - $76,482/Yr

Beacon Hill Staffing Group - New York, NY

Full-time - Entry Level

New York, NY

Administrative and Support Services

About the position

Our client, a well-known pharmaceutical company located in Whippany, NJ, is seeking a Long Term Temporary Entry Level Project Coordinator. The position will start fully on-site, 5 days a week, but there will be flexibility for a hybrid schedule down the line. The hours are 8am-5pm and the role will last for 1 year from the start date. The Project Coordinator will support all business events, operational tasks, and administrative needs for MA Americas in the area of implementation of meetings, compilation and formatting of confidential presentations/documents, and further tasks. This role requires excellent customer focus skills and may serve as a liaison for internal/external customers. The coordinator will provide administrative direction and guidance, assisting in problem-solving, resolving conflicts, directing and prioritizing workflow, and handling all administrative processes in a timely manner. Additionally, the coordinator will review operating costs, process contracts and invoices, support cross-functional initiatives, manage databases, prepare reports, and coordinate departmental meetings and events. The role also includes arranging business travel, managing time tracking entries, and overseeing the onboarding/offboarding of employees while interacting with local and global IT and HR functions.

Responsibilities

• Supports all business events, operational tasks and administrative needs for MA Americas in the area of implementation of meetings, compilation and formatting of confidential presentations/documents and further tasks.
• Support the preparation, planning and implementation of internal and external meetings.
• Demonstrates excellent customer focus skills and may serve as a liaison for internal/external customers.
• Provides administrative direction and guidance assisting in problem solving/resolving conflicts, directing and prioritizing workflow and handling/coordinating all administrative processes in a timely manner.
• Review of operating costs and if necessary, initiation of required measures.
• Processing of contracts and invoices (monitoring and confirmation).
• Supporting, organizing and implementing cross-functional initiatives through independent coordination and organization events, communications and training.
• Assumes responsibility, managing Americas MA owned databases/SharePoints and supporting with RA databases.
• Assembles and analyzes information; prepares reports, manuals, agendas, correspondence and memorandum as guided by general company practice.
• Establishes and maintains departmental information and develops materials of importance to department.
• Assists in meeting planning and preparation work needed, e.g., drafting agendas and broader communications.
• Coordinates details of departmental meetings and/or on and offsite conferences and events.
• Arranges business travel and support with expense reporting.
• Responsible for managing time tracking entries and system reporting.
• Responsible for managing onboarding/offboarding of employees and interacting with local and global IT and HR functions in support of these activities.
• Performing additional responsibilities as required.

Requirements

• Bachelors degree with 2 years of relevant experience, OR Associates degree with 4 years of relevant experience, OR HS diploma with a minimum of 5 years of relevant experience.
• Proficiency in PC applications such as MS Word, Excel, PowerPoint, SAP and SharePoint.
• Ability to manage multiple competing priorities.
• Strong interpersonal skills and highly organized.
• Able to work with employees at all levels of the organization.
• At least 1-2 years of experience in Pharma required.
• Fluent in English, both written and spoken required.
• Knowledge of budget, financial and controlling deliverables.
• High level of commitment, even in changing locations, projects and strain, or in foreign languages.
• Ability to deal adequately with confidential topics.
• Demonstrate problem solving abilities and judgement. Quickly and thoroughly identifies issues and proposes solutions.
• Ability to work with little specification and guidance.
• Ability to easily cope in our complex matrixed global environment.

Benefits

• Compensation based on experience ranging from $21.50/hr to $36.77/hr.