Project Coordinator RID00204

Red Nucleus; Toronto; On-site; CAD 42,000 - 65,000; Full time

Job summary

Red Nucleus in Toronto, Ontario is seeking a Project Coordinator to support medical communications projects under guidance from Client Engagement team members. The role tracks project data, timelines, and deliverables, ensuring alignment with internal processes and client expectations in a fast-paced environment.

Strong attention to detail and proactive collaboration are essential. Responsibilities include coordinating meetings, assisting with MLR review processes, and maintaining documentation

Qualifications

• Bachelor's degree in a related field is required.
• 1-2 years of project coordination or related administrative experience.
• Experience in medical communications, agency, or professional services preferred.
• Experience with project management tools and systems preferred.
• Strong organizational and communication skills and attention to detail.

Responsibilities

• Coordinate projects from initiation through closeout.
• Create and update project tasks, timelines, and milestones.
• Ensure information remains accurate throughout the lifecycle.
• Assist with project setup aligned to scopes of work and billing.
• Support resource booking and schedule management.
• Prepare internal and client status reports.
• Coordinate internal and client meetings with agendas and recaps.
• Support MLR review processes including document submission and tracking.
• Maintain organized project documentation in company systems.
• Track and allocate project-related expenses.
• Assist with data entry in agency management and publication databases.
• Support audits, invoicing activities, and revenue reporting.
• Communicate effectively and escalate issues when needed.
• Participate in client meetings and programs to support senior team members.

Skills

Project coordination

Attention to detail

Time management

Communication skills

Cross-functional collaboration

MS Office

Project management systems

Documentation systems

Proactive problem solving

Professionalism under pressure

Education

Bachelor's degree

Equivalent industry experience

Tools

Microsoft Office Suite

Project management software

Documentation submission systems

Job description

The Project Coordinator supports the successful execution of medical communications projects by providing project coordination and administrative support under the guidance of Client Engagement team members. This role partners with Client Engagement and Production stakeholders to ensure timelines, documentation, and processes are maintained accurately and consistently.

The Project Coordinator helps keep projects organized and moving forward by tracking project data, timelines, and deliverables while ensuring alignment with internal processes and client expectations. The ideal candidate thrives in a fast-paced environment, demonstrates strong attention to detail, and proactively supports teams in delivering high-quality work on time and within scope.

Responsibilities

• Supporting the coordination and administration of projects from initiation through closeout.
• Creating, maintaining, and updating project tasks, timelines, and milestones within the project management system.
• Ensuring project information remains accurate and current throughout the project lifecycle.
• Assisting with project setup, including timelines aligned with scopes of work and billing schedules.
• Supporting resource booking and scheduling across project tasks.
• Preparing and maintaining internal and client status reports for review.
• Coordinating internal and client meetings, including agendas and meeting recaps.
• Supporting medical, legal, and regulatory (MLR) review processes, including document submission, tracking, and follow-up.
• Maintaining organized project documentation and records in accordance with company procedures.
• Tracking and allocating project-related expenses.
• Assisting with data entry and maintenance in agency management systems and publication databases.
• Supporting audits, invoicing activities, and revenue reporting.
• Communicating effectively with internal teams and escalating issues or risks as needed.
• Participating in client meetings and programs to support senior team members, including onsite attendance when required.
• Performing other project coordination and administrative duties as assigned.

Education

• Bachelor's degree required; Communications, Life Sciences, Business, or a related field preferred.
• Equivalent industry experience may be considered.

Experience

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

Knowledge, Skills & Abilities

• Foundational knowledge of project coordination principles and workflows.
• Strong organizational and administrative skills with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to follow established processes and appropriately escalatem issues.
• Strong time management and prioritization skills.
• Proactive, solutions-oriented mindset with a willingness to learn and grow.
• Ability to collaborate effectively with cross-functional teams.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Familiarity with project management and document submission systems preferred.
• Professionalism, integrity, and composure under pressure.

Diversity, equity and inclusion are valued at Red Nucleus and we believe we have a shared responsibility to provide equal opportunity and foster an inclusive spirit. We do not discriminate on the basis of race, color, national origin, religion, caste, sexual orientation, gender, age, marital status, veteran status, or disability status.