Project Coordinator

shrewsbury, New Jersey

Overall Responsibilities:

  • Adherence to all internal policies and procedures
  • Understand and adhere to all supported operating company guidelines and compliancy procedures
  • Build and maintain strong relationships with colleagues, sales force representatives and faculty members
  • Proficient use of time management strategies to satisfy program and program deadlines
  • Utilization of database reporting to monitor ongoing program needs and follow up
  • Use of detailed electronic notes
  • Initiate and maintain communications with sales representatives, faculty and internal staff members
  • Schedule, confirm and communicate travel arrangements and payments to speakers
  • Manage individual program logistics such as: venue selection, menu selection, audio visual arrangements and material shipments
  • Create contracts that provide client budgetary and site compliance policies
  • Verify speaker contract rates on a per program basis
  • Analyze provisions of post program materials prior to honoraria administration
  • Proficient use of negotiating skills
  • Proficient use budget management skills
  • Proficient use self-editing skills for provisions of all meeting materials
  • Proficient use of auditing and reconciliation skills
  • Flexibility and willingness to travel up to two times a month to various parts of US to support onsite execution of programs

Specific Duties:

  • Provide strategies for events
  • Set goals with sales force partners
  • Adhere to state guidelines & regulations
  • Aid in recruitment & managing of RSVPs
  • Ensure logistical & compliant coordination
  • Adhere to PhRMA budgetary guidelines
  • Ongoing planning & constant communication with all parties
  • Post meeting managements & finances to report on
  • Ensure accuracy in work from initiation to completion
  • Sending product orders for client fulfillment
  • Manage meal budgets for medical events
  • Onsite support to client(s), speaker and patient(s), ensuring program is executed successfully
  • Domestic travel required up to 24 times a year



Bachelor’s Degree preferred

Excellent Communication and interpersonal skills

Superior customer service and organizational skills

Exceptional attention to detail

Proficient self-editing skills

Ability to prioritize and multi-task while working under tight deadlines

Ability to travel up to 24 times throughout the year (including weekends)

Knowledge of PhRma code guidelines

Proficiency in MS-Office, Excel & Outlook

Knowledge of The Sunshine Act


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