Regulatory Projects & Operations 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

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