Regulatory Project & Operations Coordinator Warsaw

Johnson & Johnson Co.; Warszawa; On-site; PLN 95,000 - 152,000; Full time

Job summary

Johnson & Johnson is seeking a RA Process & Project Coordinator to be based in Warsaw, Poland. Fluent English and Polish, with at least 5 years in project coordination within international environments, will help run regulatory processes and cross-functional initiatives smoothly.

You will own and streamline operational plans, coordinate events and meetings, track milestones, and partner with HR, IT, Finance and external vendors to ensure timely delivery and audit readiness.

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 or equivalent relevant experience

Tools

Microsoft 365

SharePoint

Teams

Job description

Johnson & Johnson is seeking a RA Process & Project Coordinator to be based in Warsaw, Poland. Fluent English and Polish, with at least 5 years in project coordination within international environments, will help run regulatory processes and cross-functional initiatives smoothly.

You will own and streamline operational plans, coordinate events and meetings, track milestones, and partner with HR, IT, Finance and external vendors to ensure timely delivery and audit readiness.