RA Process & Project Coordinator

Biopharma Careers; Warszawa; Hybrid; PLN 95,000 - 152,000; Full time

Benefits offered by this job

Annual bonus

Vacation days

Parental leave (12 weeks)

Job summary

Johnson & Johnson in Warsaw, Poland is seeking a Regulatory Affairs Process & Project Coordinator to keep important projects and events running smoothly. You will bring structure, transparency and follow-through to day-to-day work, supporting local initiatives, coordinating meetings, and tracking actions, timelines and priorities.

The role requires a Bachelor's degree and at least 5 years in project coordination within regulated environments; strong English and Polish skills, and experience with

Qualifications

• Bachelor's degree or equivalent relevant experience.
• Minimum 5 years' experience in project coordination, project operations, business support, regulatory operations, or a similar function within an international organization.
• Experience in a pharmaceutical, healthcare, R&D, or other regulated environment preferred.
• Proven track record of managing projects, operational processes, or events involving multiple stakeholders, deadlines, and cross-functional teams.
• Strong knowledge of process management, documentation control, compliance requirements, operational governance, and stakeholder coordination.
• Experience working with operational data, dashboards, trackers, reporting tools, and Microsoft 365 applications (including SharePoint and Teams).
• Fluent English and Polish with experience collaborating across countries, cultures, and time zones.

Responsibilities

• Own or co-own defined operational processes and local projects, including scope definition, planning, stakeholder mapping, timelines, milestones, deliverables and action tracking.
• Translate business needs into practical project plans, trackers and routines that help the Hub and LS teams deliver consistently across regions and time zones.
• Co-ordinate recurring Hub and LS selected operational activities, ensuring priorities, dependencies, risks and decisions are visible and followed through.
• Prepare, consolidate and analyse operational data, project status updates and process metrics to support management decisions and resource discussions.
• Maintain cross-functional project plans, team reports, resource overviews, action logs and documentation repositories, ensuring consistency, traceability and audit readiness.
• Support planning and delivery of onsite Hub events, workshops, leadership meetings, SLT visits, onboarding sessions, university engagements and team-building activities, including logistics, materials, vendor co-ordination and participant experience.
• Act as a local interface towards vendors, universities, R&D and Commercial support teams, HR, Recruiting Partners, IT, Finance, Procurement and facilities teams, ensuring practical execution and timely issue resolution.
• Provide structured support for new starters and contractors, including pre-hire co-ordination, Day 1 readiness, onboarding plans, access/tool follow-up and integration into local ways of working.
• Manage or support LS PO and payment-related tracking activities, including PO set-up follow-up, aCREws/Lynx tracking, invoice status, payment dates, budget reconciliation inputs and escalation of delays or process gaps.
• Support budget and expense tracking for assigned projects, events and processes, working with Finance and Procurement to ensure clarity, timeliness and compliance.
• Review and improve recurring administrative and operational processes by identifying pain points, simplification opportunities and clear ownership models.
• Use Microsoft 365, digital collaboration tools and GenAI solutions to improve planning, documentation, communication and operational efficiency.
• Provide advanced administrative support to the Director, RA, C-ROSS LS & GRA PL Site Head where required, while ensuring the broader role remains anchored in process and project co-ordination rather than purely transactional support.

Skills

Administrative Support

Communication

Presentation Development

Problem Solving

Process Oriented

Time Management

Education

Bachelor's degree

Job description

At Johnson & Johnson,we believe health is everything. Our strength in healthcare innovation empowers us to build aworld where complex diseases are prevented, treated, and cured,where treatments are smarter and less invasive, andsolutions are personal.Through our expertise in Innovative Medicine and MedTech, we are uniquely positioned to innovate across the full spectrum of healthcare solutions today to deliver the breakthroughs of tomorrow, and profoundly impact health for humanity.Learn more at jnj.com .

As guided by Our Credo, Johnson & Johnson is responsible to our employees who work with us throughout the world. We provide an inclusive work environment where each person is considered as an individual. At Johnson & Johnson, we respect the diversity and dignity of our employees and recognize their merit.

Job Function

Regulatory Affairs Group

Job Sub Function

Regulatory Product Submissions and Registration

Job Category

Professional

All Job Posting Locations

Warsaw, Masovian, Poland

Job Description

About Innovative Medicine

Our expertise in Innovative Medicine is informed and inspired by patients, whose insights fuel our science-based advancements. Visionaries like you work on teams that save lives by developing the medicines of tomorrow.

Join us in developing treatments, finding cures, and pioneering the path from lab to life while championing patients every step of the way.

Learn more at https://www.jnj.com/innovative-medicine

We are searching for the best talent for a RA Process & Project Coordinator to be based in Warsaw, Poland.

Purpose

In this role, you will help keep important projects, events and team activities running smoothly by bringing structure, transparency and follow-through to day-to-day work. You will support local initiatives, coordinate meetings and visits, work with colleagues and external partners, and make sure actions, timelines and priorities are clearly tracked. A key part of the role is helping teams stay organised, informed and ready to move forward, whether by preparing materials, following up on next steps, supporting new joiners or flagging potential delays early. This is a varied and collaborative position for someone who enjoys connecting people, creating order and making sure work is delivered optimally.

Responsibilities

Own or co-own defined operational processes and local projects, including scope definition, planning, stakeholder mapping, timelines, milestones, deliverables and action tracking.

Translate business needs into practical project plans, trackers and routines that help the Hub and LS teams deliver consistently across regions and time zones.

Co-ordinate recurring Hub and LS selected operational activities, ensuring priorities, dependencies, risks and decisions are visible and followed through.

Prepare, consolidate and analyse operational data, project status updates and process metrics to support management decisions and resource discussions.

Maintain cross-functional project plans, team reports, resource overviews, action logs and documentation repositories, ensuring consistency, traceability and audit readiness.

Support planning and delivery of onsite Hub events, workshops, leadership meetings, SLT visits, onboarding sessions, university engagements and team-building activities, including logistics, materials, vendor co-ordination and participant experience.

Act as a local interface towards vendors, universities, R&D and Commercial support teams, HR, Recruiting Partners, IT, Finance, Procurement and facilities teams, ensuring practical execution and timely issue resolution.

Provide structured support for new starters and contractors, including pre-hire co-ordination, Day 1 readiness, onboarding plans, access/tool follow-up and integration into local ways of working.

Manage or support LS PO and payment-related tracking activities, including PO set-up follow-up, aCREws/Lynx tracking, invoice status, payment dates, budget reconciliation inputs and escalation of delays or process gaps.

Support budget and expense tracking for assigned projects, events and processes, working with Finance and Procurement to ensure clarity, timeliness and compliance.

Review and improve recurring administrative and operational processes by identifying pain points, simplification opportunities and clear ownership models.

Use Microsoft 365, digital collaboration tools and GenAI solutions to improve planning, documentation, communication and operational efficiency.

Provide advanced administrative support to the Director, RA, C-ROSS LS & GRA PL Site Head where required, while ensuring the broader role remains anchored in process and project co-ordination rather than purely transactional support.

Qualifications

Bachelor's degree or equivalent relevant experience.

Minimum 5 years' experience in project coordination, project operations, business support, regulatory operations, or a similar function within an international organization.

Experience in a pharmaceutical, healthcare, R&D, or other regulated environment preferred.

Proven track record of managing projects, operational processes, or events involving multiple stakeholders, deadlines, and cross-functional teams.

Strong knowledge of process management, documentation control, compliance requirements, operational governance, and stakeholder coordination.

Experience working with operational data, dashboards, trackers, reporting tools, and Microsoft 365 applications (including SharePoint and Teams).

Fluent English and Polish with experience collaborating across countries, cultures, and time zones.

Required Skills

Administrative Support, Communication, Presentation Development, Problem Solving, Process Oriented, Time Management

Preferred Skills

Administrative Support, Communication, Presentation Development, Problem Solving, Process Oriented, Time Management

Anticipated base pay range for this position

zł94,500.00 - zł151,800.00

Benefits

In addition to base pay, we offer the following benefits*: an annual bonus with set target (% of pay) depending on pay grade / location, where the actual amount is based on the employees’ and companies’ performance of the previous calendar year, or sales commissions. Moreover, we offer vacation days, parental leave for a minimum of 12 weeks, bereavement leave, caregiver leave, volunteer leave, well-being reimbursement, programs for financial, physical and mental health. We also offer service anniversary and recognition awards, and subject to the terms of their respective plans, employees - and in some location’s eligible dependents - can participate in several insurance plans. For more information, visit Employee benefits | Supporting well-being & career growth | Johnson & Johnson Careers.

*This is for informative purposes only. Amounts and actual benefits may vary by location and are subject to change.