Project Coordinator

ClinLab Solutions Group; New York (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

ClinLab Solutions Group in New York is seeking an organized project coordinator to support fragrance project sales by coordinating administrative tasks, ensuring timely sample delivery, and maintaining documentation throughout the project lifecycle.

You will liaise with account management and internal teams, manage project flow, update records in project management systems, handle regulatory documentation requests, oversee the sample desk, and assist with meeting scheduling.

Qualifications

• Proficiency in project management and regulatory systems such as Trifoil, Samtrak, WERCS, and Oracle.
• Familiarity with industry regulations and processes is preferred.
• Strong ability to manage multiple projects simultaneously while maintaining high accuracy.
• Excellent communication and coordination skills across departments.

Responsibilities

• Coordinate and execute administrative functions such as entering projects, responding to client requests, updating briefs, and preparing sample requests for fragrance projects.
• Act as a liaison between account management and internal teams including evaluation, perfumery, sampling, application lab, customer service, regulatory, and marketing.
• Manage project flow to ensure seamless execution and effective communication between clients and internal personnel.
• Maintain and update all relevant project information, including adoptions, selling prices, and base updates in project management systems.
• Handle customer requests for regulatory documentation and ensure timely delivery.
• Oversee the sample desk, prioritize sample requests, and ensure efficient sample distribution.
• Schedule and attend project meetings, and occasionally deliver samples directly to clients within the county.

Skills

Project management

Regulatory systems

Multitasking

Cross-functional coordination

Tools

Trifoil

Samtrak

WERCS

Oracle

Job description

Work Location: New York County, New York

Summary

Support the sales process for fragrance projects by coordinating administrative tasks, ensuring timely delivery of samples and documentation, and resolving issues throughout the project lifecycle.

Responsibilities

• Coordinate and execute administrative functions such as entering projects, responding to client requests, updating briefs, and preparing sample requests for fragrance projects.
• Act as a liaison between account management and internal teams including evaluation, perfumery, sampling, application lab, customer service, regulatory, and marketing.
• Manage project flow to ensure seamless execution and effective communication between clients and internal personnel.
• Maintain and update all relevant project information, including adoptions, selling prices, and base updates in project management systems.
• Handle customer requests for regulatory documentation and ensure timely delivery.
• Oversee the sample desk, prioritize sample requests, and ensure efficient sample distribution.
• Schedule and attend project meetings, and occasionally deliver samples directly to clients within the county.
• Review and update weekly project status charts and occasionally provide front desk coverage as needed.

Qualifications

• Proficiency in project management and regulatory systems such as Trifoil, Samtrak, WERCS, and Oracle preferred.
• Familiarity with industry regulations and processes is preferred.
• Strong ability to manage multiple projects simultaneously while maintaining high accuracy.
• Excellent communication and coordination skills across various departments.