Project Coordinator

Fingerpaint Medical

10d

About The Position

Reset your expectations of a health and wellness agency. From our inception, Fingerpaint has been driven by an unstoppable collective spirit of possibility. It’s that curiosity that’s at the heart of everything we do. From our legendary people-first culture to the hundreds of Fingerpainters who define us, we’ve reimagined what it means to be a healthcare and wellness advertising agency. Here, creativity happens naturally—we attract top talent and give them a space to grow and collaborate. Fingerpaint Group’s medical communications solutions, Fingerpaint Medical, help pharmaceutical and biotech companies communicate complex scientific data effectively, enabling healthcare providers to make informed decisions that advance patient care. Our targeted educational programs and strategic communications support product adoption and drive commercial success in competitive therapeutic areas. The Project Coordinator is an entry-level role that combines ensuring client expectations are met with respect to project quality and on-time delivery while acting as a close liaison with all internal agency departments. You will learn agency workflow and route management for a diverse portfolio of projects from inception to completion. This role requires a trusted team player who can support senior staff to drive projects forward, ensuring they are delivered on time, on budget, and to the highest quality standards.

Requirements

Bachelor’s degree, preferably in health sciences, marketing, or communications.
At least one year of work or related experience in a healthcare, marketing, or communications agency.
Excellent organizational skills, attention to detail, and follow-through.
Proficient in Microsoft Office products, including Outlook, Teams, Word, beginner-level Excel, and PowerPoint.

Nice To Haves

Experience with publication management software is a plus.

Responsibilities

Gain understanding of who clients are and how we support them; interact with clients in an administrative capacity.
Gain experience with business writing skills by documenting client contact reports, requests, and meeting outcomes concisely and accurately.
Support senior colleagues by facilitating daily administrative or project-related tasks, as experience permits.
Learn how to manage project expectations and provide regular updates on project status, risks, and timelines.
Develop basic knowledge of client organizations, products, disease states, client SOPs and processes, and medical education.
Learn agency workflow and systems for routing projects and trafficking materials to the creative and editorial teams, ensuring timely review and adherence to project timeline and budget. This may also include preparing project briefs.
Open and maintain all project files and job folders according to team naming and file management processes.
Opens jobs within the project and time management system (Workamajig).
Learn how to prepare weekly burn reports and/or track project budgets.
Develop a basic understanding of internal and client financial processes and SOPs and support the senior team with financial management.
Proficient in scheduling and coordinating meetings, ensuring seamless communication, calendar alignment, and efficient time management across teams and external stakeholders.
Participate in internal/external meetings, distilling notes into key points and actionable next steps for stakeholders.
Proactively communicate project status to internal stakeholders, keeping a clear record of all critical communications.
Carefully evaluate project workload and timelines, raising potential resourcing risks with management to collaboratively determine how to manage coverage needs.
Provide support and actively participate on the project team, driving effective teamwork and using strong collaboration skills.
Ensure all project deliverables meet high-quality standards by conducting thorough content reviews prior to client submission.
Manage routing and submission of materials for review, demonstrating basic knowledge of Veeva and related Medical, Legal, and Regulatory (MLR) systems required for client projects.