Senior Project Coordinator

About the role

The Senior Project Coordinator at Fingerpaint Medical is responsible for ensuring client expectations are met with respect to project quality and on-time delivery. They act as a trusted advisor to senior staff, supporting them in driving projects forward and maintaining high quality standards.

Responsibilities

• Gain understanding of clients and their support needs; interact with clients in an administrative capacity.
• Document client contact reports, requests, and meeting outcomes concisely and accurately.
• Support senior colleagues by facilitating daily administrative or project-related tasks.
• Proactively manage project expectations with support from senior colleagues and provide regular updates on project status, risks, and timelines.
• Has basic knowledge of client organizations, products, disease states, client SOPs and processes, and medical education.
• Manage agency workflow and route projects, ensuring review and adherence to project timeline and budget.
• Open and maintain all project files and job folders; open jobs within the project and time management system (Workamajig).
• Proactively identify and escalate potential project risks and issues as they arise.
• Support senior colleagues in managing project finances, including tracking budgets, monitoring for scope changes, and preparing weekly burn reports.
• Run weekly financial burn reports and billing worksheets for team review.
• Manage day-to-day coordination and execution of smaller, defined projects with minimal oversight.
• Facilitate internal meetings and distill notes into key points and actionable next steps for stakeholders.
• Communicate project status to internal stakeholders, keeping a clear record of all critical communications.
• Evaluate project workload and timelines, raising potential resourcing risks with management to collaboratively determine how to manage coverage needs.
• Provide support and participation on the project team, driving effective teamwork and using strong collaboration skills.
• Conduct thorough content reviews prior to client submission.
• Handle routing and submission of materials for review, demonstrating knowledge of Veeva and related Medical, Legal, and Regulatory (MLR) systems required for client projects.

Qualifications

• Education: Bachelor’s degree, preferably in health sciences, marketing, or communications.
• Experience: 1-2 years of work experience in a healthcare, marketing, or communications agency.
• Skills: Excellent organizational skills, attention to detail, and follow-through. Proficient in Microsoft Word and beginner-level Excel and PowerPoint. Experience with publication management software is a plus.