Project Coordinator

This is a fully remote position, open to applicants in India.

📋 Description

• Provide support to clients and internal stakeholders within the Managed Regulatory Services team.

• Assist with pre-sales contract support and project initiation tasks.

• Analyze contractual agreements to comprehend project scope.

• Aid Project Managers in managing budgets and resources.

• Handle project resource bookings.

• Monitor and maintain action items and issue logs.

• Serve as the main point of contact for project teams in coordinating projects.

• Oversee departmental workflow and ensure timely submission of projects.

• Maintain internal databases, track the progress of both new and ongoing projects, and ensure accurate customer information is kept.

• Participate in internal operations meetings, update meeting minutes, and track action items from meetings.

• Process and oversee requests that are subcontracted to vendors, such as translation services.

• Follow up on projects with both internal and external clients and respond to inquiries.

• Provide order confirmations and acknowledgments to clients.

• Process customer approvals and deliver final project documentation.

• Utilize the Chemical Management portal to manage requests and provide final documents to members.

• Organize customer meetings and coordinate team schedules, including conference calls.

• Assist Customer Care with client listings for surveys and feedback.

• Approve new Sales Orders.

• Help train team members on internal administrative tasks.

• Support Internal Sales with client quotes.

• Obtain Project Manager quotes for non-standard services under existing contracts.

• Offer guidelines for processing Sales Orders.

• Engage in quality control activities prior to the delivery of safety documents.

• Update client procedures and ensure project sheets are filled out accurately.

• Collaborate with authoring teams and clients on process enhancements.

• Set up new projects in the business application based on contracts and internal criteria.

• Ensure accuracy in billing and revenue recognition rules.

• Provide invoice details and manage customer and internal invoicing inquiries.

• Execute other tasks as deemed necessary by Managed Regulatory Services management or Sphera’s Finance department.

⛳️ Requirements

• Bachelor’s degree in Science or equivalent experience.

• Bachelor’s degree in Administration, Accounting, Business, or similar field.

• Experience in project coordination or project management functions.

• Background in accounting or administrative support roles, including the use of business software.

• Familiarity with following up on payment allocations and collections, resolving customer invoice inquiries, and gathering invoice data for monthly reporting.

• Proficient in both written and spoken English and French.

• Availability to work evening/night shifts from 17:30 to 2:30 IST, covering 8:00 to 17:00 EDT.

• Self-motivated, dependable, and driven.

• Ability to manage time effectively and meet deadlines by prioritizing tasks.

• Strong tolerance for stress and urgency.

• Capability to make informed, prompt, and effective decisions.

• Keen attention to detail.

• Exceptional skills in problem analysis and resolution.

• Strong verbal and written communication abilities.

• Good regulatory knowledge and troubleshooting skills.

• High level of professionalism and a strong work ethic.

• Ability to collaborate effectively with internal and external parties.

• Comfort with web-based applications and multi-screen data systems.

• Proficient in Microsoft Office Suite: Excel, Word, Access.

• Experience with Intelligent Authoring or SAP EH&S software systems for producing SDSs is highly desirable.

• Background in Sciences, Chemistry, Health, Safety, Environment, and/or Toxicology is advantageous.

• Experience in product stewardship or regulatory affairs is beneficial.

• Fluency in additional languages is a plus.

🏝️ Benefits

• Equal Opportunity Employer.

• Inclusive work environment dedicated to diversity.

• Opportunity to collaborate with a rapidly growing global team.