Analyst – Project Operations

This is a fully remote position, open to applicants in Portugal, +2 more countries.

📋 Description

• The Project Manager, under the general supervision of the Project Operations lead, will collaborate with Consulting Services team members to facilitate both internal and external project initiatives within a rapidly expanding consulting landscape.

• Work closely with internal and client teams to develop project Statements of Work (SOWs) and budgets, ensuring appropriate internal reviews are completed before submission to clients.

• Initiate and maintain project processes utilizing internal Project Operations tools and methodologies.

• Create, monitor, and drive project timelines, ensuring that team members and clients remain focused on their tasks.

• Daily oversight of job status and resource hours to guarantee project completion on time, within scope, and within budget.

• Identify and address project risks or issues, effectively escalating decisions as necessary.

• Manage project scope and changes, acting as an escalation point to communicate and secure approval for impacts.

• Oversee project finances and coordinate client billing with internal Xcenda finance and external client financial stakeholders.

• Contribute to the development, review, and updating of project status reports and creative briefs.

• Ensure all projects adhere to routing procedures, including electronic file tracking and routing through SharePoint Connect Project Rooms.

• Schedule and conduct internal meetings to kick off projects and update teams on job status, alerting them to any potential obstacles that may affect deadlines.

• Organize and manage client status meetings, creating agendas, gathering team input, and preparing follow-up reports and action plans.

• Participate in client calls as needed, taking notes, identifying action items, and preparing contact reports for all client interactions.

• Acquire knowledge of client-specific processes to ensure compliance.

• Responsible for Medical/Legal/Regulatory (MLR) submissions through client submission portals and/or other electronic submission methods.

• Collaborate with client MLR review coordinators to schedule projects for necessary reviews based on both internal and client timelines.

• Educate account and client services personnel, along with other project team members, on client processes and the time required to prepare various job deliverables for submission to client electronic approval systems.

• Schedule and route all job deliverables to the appropriate internal staff for strategic reviews, updates, graphic enhancement, copyediting, etc., and track them accordingly.

• Conduct quality control reviews of deliverables as needed for medical, legal, and copy approval submissions, ensuring that all client naming conventions, document preparations, references, and annotations are correctly completed by content developers, and that all queries from clients and internal team members are addressed.

• Create and maintain a checklist for client preferences and guidance not covered in the style guide for quality control and proofreading.

• Foster strong working relationships with team members and clients.

• Organize and standardize job files in both paper and electronic formats.

• Communicate job-related information internally and externally as required.

• Assist in the staffing and training of contractors as needed.

• Aid in the selection of project vendors as necessary.

• Identify opportunities to enhance project efficiency and team communication.

• Perform other assigned duties as necessary.

• Develop and implement advisor and contractor consulting agreements.

• Adhere to client-specific processes to ensure compliance.

• Carry out other related duties as assigned.

⛳️ Requirements

• A Bachelor’s degree in a relevant field is preferred, or equivalent experience.

• Experience as a Project Manager in a fast-paced office environment.

• A minimum of 3 years of experience with a proven track record of success.

• Proficiency in English (business fluent).

• Capability to collaborate with cross-functional teams.

• Preferred knowledge and experience in the Medical Device or Pharmaceuticals sector, global operations, and/or consulting.

• Strong understanding of Client Submissions processes for Medical/Legal reviews.

• Familiarity with Pharmaceutical project timeline terminology.

• A broad educational background with a history of achievement in fields such as business administration, accountancy, sales, marketing, project management, computer sciences, or similar disciplines, usually obtained through a four-year bachelor's degree program or equivalent experience.

• Proficient with MS Office Suite tools (Excel, Word, PowerPoint, Outlook, SharePoint, OneNote, MS Teams).

• Willingness to be flexible with working hours (i.e., some evening and/or weekend work may be necessary).

🏝️ Benefits

• Benefit offerings outside the US may differ by country and will align with local market practices.

• Eligibility and effective dates may vary for certain benefits and for team members covered under collective bargaining agreements.