PMO Coordinator

ProductLife Group; Florida; On-site; USD 55,000 - 75,000; Full time

Job summary

ProductLife Group is seeking a PMO Coordinator to provide administrative, operational, and project coordination support to the Regulatory Service Area and PD&E teams. Working with moderate supervision, you will coordinate routine project support to ensure efficiency and smooth operations.

You will organize calendars, assist with PowerPoint presentations, prepare correspondence, and help implement process improvements across a global life sciences environment.

Qualifications

• Strong organisational skills and attention to detail.
• Experience in coordinating projects and administrative tasks in life sciences or client services.

Responsibilities

• Enter and track project information in ERP and time-recording tools.
• Coordinate calendars for leaders and manage routine communications.
• Support implementation of operational changes and prepare presentations.
• Draft and edit internal/external correspondence and meeting minutes.
• Collaborate with PD&E, PLG, Commercial Ops, Finance, HR, IT, and facilities.
• Maintain confidentiality and exercise discretion with sensitive information.

Skills

Organisational skills

Attention to detail

Stakeholder management

Customer service

Multitasking

Administrative skills

Proactive initiative

MS Office

Project timelines

Life Sciences experience

Geographically diverse teams

Independent work

CET availability

Job description

Make a meaningful impact on global healthcare - and grow your career while doing it. At ProductLife Group, you’ll join an innovative, forward-thinking team operating across the world to shape the future of life sciences through expertise, collaboration, and purpose-driven work.

Job Description

MISSION DESCRIPTION: The PMO Coordinator provides administrative, operational, and project coordination support to the Regulatory Service Area and other PD&E teams as needed. Working with moderate supervision, this role coordinates routine project support to ensure they run smoothly and efficiently. Through strong organization, attention to detail, and a customer-focused approach, the role supports service area leaders and project teams.

Key Responsibilities

Operations and Project Support

• Enter approved project information into the project ERP and complete assigned time-recording activities accurately and within required deadlines.
• Support the resource-planning process by gathering availability information, maintaining planning tools, scheduling discussions, and highlighting identified gaps to project and operational leaders.
• Support the implementation of approved operational changes by updating trackers, coordinating activities, and communicating agreed actions.
• Coordinate routine day-to-day administrative activities for assigned leaders, following agreed priorities, procedures, and service expectations.
• Support Team Leads by following up on routine outstanding items and escalating discrepancies or exceptions to the responsible project or finance contact.
• Coordinate calendars for assigned leaders using established priorities and scheduling guidance, referring significant conflicts or sensitive scheduling decisions to the relevant leader.
• Serve as an initial point of contact for external stakeholders (where deemed appropriate), respond to routine inquiries using approved information, and direct complex, sensitive, or technical matters to the appropriate team member.
• Assist with creating or editing PowerPoint presentations (e.g., formatting slides, adding visuals, or ensuring consistency).
• Compose and edit internal and external routine correspondence and documents, including emails, meeting minutes, memorandums, and other key documents.
• Identify minor opportunities to improve routine administrative and office processes, share recommendations with the line manager, and support implementation of approved changes.
• Coordinate with relevant PD&E, PLG, Commercial Operations, Finance, HR, IT, and facilities contacts to complete assigned activities and resolve routine administrative matters, to include request of and facilitation of Intercompany work orders.
• Handle sensitive information with the highest level of confidentiality, judgment, and discretion.
• Perform other duties and responsibilities as assigned.

Key Competencies

• Excellent organisational and planning skills
• Strong attention to detail
• Effective communication and stakeholder management
• Customer-service mindset (internal and external customers)
• Ability to manage multiple priorities simultaneously
• Strong administrative and coordination skills
• Adjusts effectively to changing priorities and business needs
• Takes initiative, anticipates needs, and follows through independently
• Proficiency with Microsoft Office applications (Outlook, WORD, PowerPoint, Teams, etc.)
• Experience in project activities, timelines, and communications to support successful delivery
• Experience in Life Sciences or Client Services organization(s)
• Experience working in geographically diverse organizations
• Ability to work independently and proactively
• Must be able to work between 9:00 am - 5:00 pm CET