Project Controls Senior Coordinator - Project Farma
About The Position
Project Farma’s purpose is to improve patient lives by accelerating the delivery of life-changing therapies. We accomplish this through the successful execution of high-quality life sciences projects across the full project lifecycle. Project Farma (PF) team members collaborate with cross-functional teams to build trusted client relationships, deliver an exceptional customer experience, and contribute to business growth by identifying opportunities and applying data-driven insights to support project planning, cost, schedule, and performance management. The Project Controls Senior Coordinator serves to remove the administrative burden from Project and Regional Managers so they can stay focused on client delivery and business development. The role owns project and regional administration end to end for its assigned coverage area, utilizing Project Farma’s PSA as its primary system of record and extends into proposal support and other administrative work as Regional Managers direct. This is a billable role and time will be tracked and coded against client engagements in line with Project Farma’s billability guidelines. The Project Controls Senior Coordinator is expected to manage their own workload across multiple projects and Project Managers within the assigned region.
Requirements
- Bachelor’s degree in business administration, operations, or a related field, or equivalent combination of education and experience.
- 2+ years of experience in project coordination, project administration, or regional/administrative support, ideally within a professional services, consulting, or life sciences environment.
- Experience supporting multiple managers or project teams concurrently across a distributed or multi-region structure preferred
- Working knowledge of PSA software (Kantata preferred) or a comparable professional services automation / project management platform (e.g., Mavenlink, Certinia, Deltek, Smartsheet); willingness and ability to become the regional PSA resource.
- Proficiency in Microsoft Office, particularly Excel and PowerPoint, for reporting and proposal support.
- Familiarity with Salesforce or a comparable CRM sufficient to provide backup support; formal Salesforce administration is not required.
- Strong organizational skills and the judgment to prioritize across multiple projects, Project Managers, and Regional Managers without close supervision.
- Clear written and verbal communication, including with clients when preparing or distributing project materials.
- Discretion in handling confidential project, client, and financial information.
- Comfort working independently in a remote, matrixed environment spanning multiple states and time zones.
- Applicants must be authorized to work in the United States on a full-time basis.
- This position may require significant travel to support project and business needs.
- We cannot employ anyone with an invalid driver's license.
Nice To Haves
- Experience supporting multiple managers or project teams concurrently across a distributed or multi-region structure
Responsibilities
- Set up and maintain projects within Project Farma’s PSA platform, including budgets, staffing plans, milestones, and timelines, in coordination with assigned Project Managers.
- Monitor timesheet entry and approval, project financials, and utilization data; flag discrepancies to Project Managers and Regional Managers before they affect billing or reporting.
- Maintain PSA reporting and dashboards used for project status, regional performance, and portfolio reviews.
- Serve as the first point of contact for Project Managers on questions pertaining to the PSA, and train new Project Managers on regional best practices.
- Prepare monthly client accruals in coordination with Project Managers and Finance.
- Create draft invoices for Project Manager review and approval prior to client submission.
- Coordinate project meetings, agendas, and minutes, and track open action items to closure across multiple concurrent projects.
- Maintain project documentation, filing, and deliverable tracking in accordance with Project Farma and client requirements.
- Prepare and distribute project status reports, client-ready materials, and internal updates on behalf of Project Managers.
- Support project close-out administration, including final documentation, financial reconciliation, and lessons-learned capture.
- Support Regional Managers with regional reporting, staffing and scheduling coordination, and consolidated status updates across the region’s active projects.
- Coordinate onboarding logistics for new Project Managers and consultants joining the region.
- Track regional metrics (utilization, billability, project health) and prepare summaries for Regional Manager and leadership review.
- Assist with proposal formatting, templates, and version control; compile staffing plans, rate tables, and boilerplate content supplied by Regional Managers and business development.
- Track proposal timelines and coordinate internal reviews and submission logistics across the region.
- Maintain working proficiency in Salesforce sufficient to serve as backup coverage for basic entry and updates when the primary sales operations resource is unavailable.
- Perform other project, regional, or administrative duties as designated by Regional Managers, consistent with the scope of this role.
Benefits
- health_insurance
- dental_insurance
- vision_insurance
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
