Clinical Operations Assistant

CareForce One; Brussel; Hybrid; EUR 42,000 - 52,000; Full time

Benefits offered by this job

Remote work up to 4 days per week

Collaborative team of ~40 colleagues

Real growth paths

Job summary

CareForce One is seeking a proactive Clinical Operations Assistant to join our trials team in Belgium. This role blends administrative rigor with site-facing collaboration to drive study progress and regulatory readiness.

You will manage TMF/CTMS documentation, support site activation, and coordinate with teams to resolve queries, audits, and monitoring preparations, all while maintaining high attention to detail and proactive communication.

Qualifications

• Bachelor’s or Master’s degree in Life Sciences (Biomedical, Pharmaceutical, etc.).
• 1–2 years of professional experience in clinical research.
• Proactive, independent and communicative with initiative.

Responsibilities

• Site Activation & Support: Collect, process, and file country- and site-specific documents required for regulatory submissions and site activation.
• Proactive Site Engagement: Actively follow up with clinical sites, using phone to unblock delays and handle conversations.
• Systems & Documentation: Maintain and update the TMF, CTMS, and other study tracking tools.
• Study Lifecycle Support: Assist with sample and IMP kit reconciliation, resolve queries, and support monitoring visits and audits.
• Process Improvement: Participate in expert task forces to optimize internal departmental workflows.

Skills

Proactive mindset

Independent working

Excellent organization

Prioritization across tasks

Attention to detail

Education

Bachelor’s or Master’s degree in Life Sciences

Tools

TMF

CTMS

Job description

Functieomschrijving

About the Role

Are you looking for a role where your clinical administrative skills actually drive the science forward?

We are looking for a proactive, energetic Clinical Operations Assistant (COA) to join our team.

This is not a traditional, purely back-office CTA role.

Our COAs are the administrative backbone of our trials, combining meticulous documentation with high-energy, proactive site engagement. If you are comfortable picking up the phone to solve problems and love collaborating across diverse teams, we want to hear from you!

What You Will Do

• Site Activation & Support: Collect, process, and file country- and site-specific documents required for regulatory submissions and site activation.
• Proactive Site Engagement: Actively follow up with clinical sites. Instead of sending repeated emails, you will pick up the phone to unblock delays and manage difficult conversations with site staff.
• Systems & Documentation: Maintain and update the Trial Master File (TMF), Clinical Trial Management System (CTMS), and other study tracking tools.
• Study Lifecycle Support: Assist with sample and IMP kit reconciliation, resolve queries, and support preparations for monitoring visits and audits.
• Process Improvement: Participate in expert task forces to optimize internal departmental workflows.

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What We Are Looking For

• Education: Bachelor’s or Master’s degree, preferably in Life Sciences (Biomedical, Pharmaceutical, etc.).
• Experience: Min 1–2 years of professional experience in clinical research. Highly motivated biomedical graduates or career changers with strong adaptability and maturity are also welcome to apply!
• Mindset: Proactive, independent, and communicative. You are someone who takes initiative rather than just executing tactical tasks.
• Skills: Excellent organization, ability to prioritize across competing tasks, and meticulous attention to detail.
• Languages: Excellent written and spoken English (our official working language).
• Compliance: Good Clinical Practice (GCP) certification is a strong asset.

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What We Offer

• Flexibility & Work-Life Balance: High-trust culture with up to 4 days of remote work (WFH) per week and flexible office hours (typically 09:00–17:00).
• Team Culture: Join a highly collaborative, supportive team of ~40 colleagues. We meet in person once a month for a team day and optional lunch.
• Career Progression: Real growth paths.