Project Coordinator

Inceptua S.A.; Stockholms kommun; Hybrid; SEK 436,300 - 654,450; Full time

Job summary

Inceptua S.A. is seeking a full-time Project Coordinator in Stockholm, Sweden. This role involves managing logistics of clinical trial supplies, coordinating with various stakeholders, and maintaining compliance with industry standards.

The ideal candidate has experience in a GxP-regulated environment, strong collaboration skills, and a service-oriented mindset. The position offers a hybrid work schedule, allowing for both office and remote work.

Qualifications

• Experience in a GxP-regulated environment.
• Strong service mindset for the Pharmaceutical Industry.
• Experience with temperature-controlled shipments.

Responsibilities

• Ensure compliance with Global Standard Operating Procedures.
• Coordinate inbound and outbound shipment activities.
• Handle customer inquiries and manage access to medicines.

Skills

Collaboration

Communication

Problem-solving

Project management

Education

University graduate, minimum 2 years work experience in supply chain or logistics

Tools

MS Office applications (Word, Excel, PowerPoint, Outlook)

ERP systems

Smartsheet

Job description

Inceptua is a global pharmaceutical services company with market-leading capabilities across multiple business areas. We have over 25 years of experience serving life science companies of various sizes and global operations with offices across Europe, North America, and Asia.

We provide clinical trial supply, services and logistics, including comparator sourcing of medicines, packaging, labelling, storage, and distribution services. And we offer strategic advice, design, facilitation, and implementation of global early access programs, and distributes unlicensed and other medicines worldwide.

Our success is based on the motivation, dedication and performance of our people. We strive to go the extra mile and achieve excellence in all our services.

We are hiring for the position of a Project Coordinator to be based in our Stockholm (Sweden) office for immediate start.

You will be reporting to a Senior Director, Global Operations, and will become part of our growing Global Operations Team. You will work closely with internal and external stakeholders of different business units and departments.

Responsibilities include, but are not limited to:

• Comply with Global Standard Operating Procedures related to order execution.
• Monitor personal and shared inboxes and take action as necessary.
• First point of contact for clients/customers/healthcare providers or vendors in managing access to medicines distributed by Inceptua
• Process customer/client/healthcare provider and/or vendor’s POs or requests on company software.
• Coordinate all inbound and outbound shipment activities with all relevant stakeholders (e.g. warehouses, couriers, brokers, customers, vendors etc.).
• Creation and processing of inbound and outbound shipment documentation.
• Manage all inbound and outbound invoicing activity, including but not limited to invoice creation and vendor invoice validation and credit note processing.
• Proactively follow up on vendor and customer lead times, updating systems and stakeholders, as necessary.
• Handling of damaged goods, in coordination with relevant stakeholders, including but not limited to managing returns, destruction, replacements, etc.
• Maintain trackers (program specific, regulatory & patient trackers).
• Update client, regulatory or other related portals with order details, as required.
• Develop an expert understanding of operational details of assigned accounts.
• File all necessary order documentation per SOP.
• Manage any order related issues, e.g., deviations, customer complaints & CAPAS.
• Generate manufacturing protocols and work with QA/QP to action printing of ancillary labels.
• Provide out of office cover, as needed.
• Ensure accurate inventory levels are maintained for assigned projects/programs.
• Collaborate with commercial team to maintain an effective communication flow with customers.
• Take on projects and support senior staff, as directed on a ‘as needed’ basis.

Your profile:

We are looking for an experienced Project Coordinator with a background in a GxP-regulated environment and solid experience in customer service, transport and distribution management (temperature-controlled shipments).

The ideal candidate brings strong collaboration and communication skills, combined with a high level of commitment, ownership, and sense of urgency, as well as genuine care for patients.

You are not afraid of making mistakes and see them as part of learning, while maintaining a strong right-first-time mindset and focusing on quality.

As this is the first hire in a newly established team within a growing organization, you will play an important role in shaping ways of working and team culture. This requires a high degree of independence, ownership, and a proactive mindset, where you will contribute not only to delivery but also to how the team operates and evolves.

• Able to work in an international setting with tight deadlines
• Experience with a service provider for the Pharmaceutical Industry in clinical trial supply and/or expended access preferred
• University graduate with minimum 2 years work experience in supply chain or logistics or 4 years of relevant experience
• Professional fluency in English (written and spoken) is required. Proficiency in additional languages is a plus, particularly Spanish, and/or Portuguese.
• Experienced in working closely with QA to identify, address and resolve any quality issues, assisting in the conducting of any investigations / implementing of CAPAs where necessary.
• Good relationships with peers, ability to manage time and stress, excellent self and interpersonal motivational skills, project management ability, proven problem solving and decision-making abilities.
• Able to communicate effectively, and with sensitivity to a wide range of people including externally to both vendors and clients
• Able to maintain a positive, results orientated work environment, building, and improving upon existing partnerships and demonstrate great teamwork, communicating with the team in an open, balanced and objective manner.
• Meticulous attention to detail
• Proficiency in MS Office applications (MS Word, Excel, Power Point and Outlook) required and experience in Smartsheet is considered as an advantage.
• The position involves daily work in an ERP system; a strong interest in system functionality and ongoing development is considered meriting, with potential to take on a super user role.
• Able to work under pressure

This position is full-time with a hybrid schedule (three days / week in the office, and the flexibility to work from home two days).

Our company is home to employees from various backgrounds that speak a range of languages. With teams across different locations and cultures, we value diversity and believe that inclusive collaboration makes us stronger.