Project Coordinator, Medical Communications
Red Nucleus
full-time
Posted on:
Location Type: Hybrid
Location: Toronto • Canada
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Salary
💰 CA$58,277 - CA$65,000 per year
Job Level
About the role
- Supporting coordination and administration of projects from initiation through closeout.
- Creating, maintaining, and updating project tasks, timelines, and milestones within the agency project management system.
- Ensuring project information remains current throughout the lifecycle of each project.
- Assisting with project setup, including creation of timelines aligned to scopes of work and billing schedules.
- Supporting resource booking by assisting with assignment and scheduling of hours across project tasks.
- Preparing and maintaining internal and client status reports for review by senior team members.
- Assisting with scheduling and coordination of internal and client status meetings; preparing agendas and recaps as needed.
- Supporting the medical/regulatory/legal (MLR) review process, including document submission, tracking, and follow-up.
- Maintaining organized project documentation and historical records in accordance with agency SOPs.
- Supporting tracking and allocation of project-related expenses.
- Assisting with data entry and maintenance in relevant systems (e.g., publication databases, agency management systems).
- Assisting with audits, invoicing support, and revenue reporting as required.
- Communicating clearly and professionally with internal teams; escalating issues or risks promptly without responsibility for resolution decisions.
- Participating in client meetings and programs as needed, supporting senior team members rather than leading client interactions, onsite when required.
- Performing other project coordination and administrative duties as assigned.
Requirements
- Bachelor’s degree required, or equivalent related industry experience (Communications, Life Sciences, Business, or related field preferred)
- 1–2 years of experience in project coordination, project management, or a related administrative role
- Prior experience in a medical communications, agency, consulting, or professional services environment preferred
- Exposure to project management tools and systems strongly preferred
- Foundational understanding of project coordination practices and workflows
- Strong organizational and administrative skills with high attention to detail
- Ability to manage multiple tasks and deadlines in a fast‑paced environment
- Excellent written, verbal, and interpersonal communication skills
- Ability to follow established processes while learning when and how to escalate issues
- Strong time‑management and prioritization skills
- Proactive, solutions‑oriented mindset with willingness to learn and grow
- Ability to collaborate effectively with cross‑functional internal teams
- Working knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Familiarity with project management tools and document submission systems preferred
- Professionalism, integrity, and composure under pressure
- Willingness to travel occasionally (<10%) to support client programs.
Benefits
- Diversity, equity and inclusion are valued at Red Nucleus and we believe we have a shared responsibility to provide equal opportunity and foster an inclusive spirit.
- We do not discriminate on the basis of race, color, national origin, religion, caste, sexual orientation, gender, age, marital status, veteran status, or disability status.
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
project coordinationproject managementdata entrydocument submissionauditsinvoicingrevenue reportingtimeline creationresource bookingexpense tracking
Soft Skills
organizational skillsadministrative skillsattention to detailtime managementprioritizationcommunication skillscollaborationproactive mindsetsolutions-orientedcomposure under pressure