Project Coordinator

Red Nucleus; Toronto; Hybrid; CAD 52,000 - 70,000; Full time

Job summary

Red Nucleus is seeking a Project Coordinator to support medical communications projects under the guidance of the Client Engagement team. This role focuses on maintaining timelines, documentation, and processes while handling multiple projects in a fast-paced environment.

You will collaborate with Client Engagement and Production stakeholders to track data, timelines, and deliverables, ensuring internal and client expectations are met with precision and professionalism.

Qualifications

• Bachelor's degree or equivalent related experience.
• 1–2 years of experience in project coordination or related administrative role.
• Experience in medical communications, agency, consulting, or professional services environments preferred.
• Exposure to project management systems and tools preferred.
• Strong organizational and communication skills.

Responsibilities

• Supporting projects from initiation through closeout.
• Creating, updating, and maintaining project tasks, timelines, milestones, and records within project management systems.
• Assisting with project setup, including timelines, scopes of work, and billing schedules.
• Supporting resource scheduling and allocation of project hours.
• Preparing status reports, meeting agendas, and recaps.
• Coordinating internal and client meetings.
• Supporting MLR review processes, including submission tracking and follow-up.
• Maintaining project documentation and historical records in accordance with SOPs.
• Tracking project expenses and assisting with invoicing, audits, and revenue reporting.
• Performing data entry and system maintenance across agency platforms and databases.
• Communicating professionally with internal teams and escalating risks or issues as appropriate.
• Participating in client meetings and programs in a support capacity, including onsite when required.
• Performing other project coordination and administrative duties as assigned.

Skills

Project coordination

Organization

Time management

Communication skills

Attention to detail

Multi-tasking

MS Office

Project management systems

Education

Bachelor's degree

Equivalent related experience

Tools

Microsoft Office

Project management systems

Job description

Job Overview

The Project Coordinator supports the successful execution of medical communications projects through project coordination and administrative support under the guidance of Client Engagement team members. Working closely with Client Engagement and Production stakeholders, this role helps maintain project timelines, documentation, and processes.

This individual plays a key role in keeping projects organized and progressing by tracking project data, timelines, and deliverables while ensuring compliance with internal processes and client expectations. Success in this role requires strong attention to detail, organization, and the ability to support multiple projects in a fast-paced environment.

Responsibilities

• Supporting projects from initiation through closeout.
• Creating, updating, and maintaining project tasks, timelines, milestones, and records within project management systems.
• Assisting with project setup, including timelines, scopes of work, and billing schedules.
• Supporting resource scheduling and allocation of project hours.
• Preparing status reports, meeting agendas, and recaps.
• Coordinating internal and client meetings.
• Supporting Medical, Legal, and Regulatory (MLR) review processes, including submission tracking and follow-up.
• Maintaining project documentation and historical records in accordance with SOPs.
• Tracking project expenses and assisting with invoicing, audits, and revenue reporting.
• Performing data entry and system maintenance across agency platforms and databases.
• Communicating professionally with internal teams and escalating risks or issues as appropriate.
• Participating in client meetings and programs in a support capacity, including onsite when required.
• Performing other project coordination and administrative duties as assigned.

Education

• Bachelor's degree required or equivalent related experience.
• Communications, Life Sciences, Business, or related field preferred.

Experience

• 1–2 years of experience in project coordination, project management, or a related administrative role.
• Experience in medical communications, agency, consulting, or professional services environments preferred.
• Exposure to project management systems and tools preferred.

Knowledge, Skills & Abilities

• Understanding of project coordination practices and workflows.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines.
• Excellent written, verbal, and interpersonal communication skills.
• Strong time management and prioritization abilities.
• Ability to follow established processes and appropriately escalat issues.
• Collaborative, proactive, and solution-oriented mindset.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Familiarity with project management and document submission systems preferred.
• Professionalism, integrity, and composure under pressure.
• Willingness to travel occasionally (less than 10%).