Job Title: Project Coordinator

Location: Remote (based in Poland, it´s a must)

Reports To: Senior Manager

About Alphanumeric

Alphanumeric is a global organization providing support to leading Pharma, Healthcare, and Life Sciences companies. We pride ourselves on delivering exceptional service and fostering innovation in every project we undertake.

Position Overview

We are looking for a Project Coordinator to join our team and play a key role in supporting project execution and ensuring smooth engagement with external experts across multiple therapeutic areas.

This role focuses on coordination, stakeholder communication, and attention to detail—experience in Pharma or Life Sciences is a plus but not required. If you have strong organizational skills and thrive in a collaborative environment, we’d love to hear from you!

What You’ll Do

• Project Planning & Execution

- Work closely with the Project Manager to develop detailed project plans, timelines, and deliverables.

- Serve as a backup for compliance processes (e.g., Vetting & Debarment/TOV).

- Maintain spreadsheets for recruitment, travel, fees, and payment reporting.

• Task Coordination

- Track milestones and deliverables to ensure timely completion.

- Use project management tools (Smartsheet, HubSpot, Microsoft Office, AI-based programs)

to monitor progress.

- Prioritize tasks across multiple therapeutic areas.

• Stakeholder Communication

- Prepare and collect necessary documentation (COI, W-9, ACH forms, contracts).

- Share regular project status updates and reports with stakeholders.

• Documentation & Compliance

- Keep organized, audit-ready documentation for all project activities.

- Support quarterly and annual closeout processes.

• Risk Management

- Identify potential risks and collaborate on mitigation strategies.

- Communicate scope changes and their impact to relevant parties.

• Administrative Support

- Assist with payment processing and uploads as needed.

- Provide general administrative support to project teams.

What We’re Looking For

• Strong organizational and communication skills.

• Ability to manage multiple priorities and work collaboratively in a remote environment.

• Experience with project management tools (Smartsheet, HubSpot, Microsoft Office, AI-based programs).

• Attention to detail and proactive problem-solving skills.

• Pharma/Life Sciences experience is desirable but not mandatory.

Work Schedule

• Standard Hours (Remote): Monday to Friday, 8:00 AM – 5:00 PM EST (US East Coast time) (includes a one-hour lunch break).

• Flexibility: Extended hours may be required during critical project phases or tight deadlines