Project Coordinator, Part Time

Pharmatech Associates; San Francisco (CA); On-site; USD 34,000 - 55,000; Part time

Job summary

Pharmatech Associates is seeking a highly organized and proactive Project Coordinator to provide part-time, as-needed support to our project teams. This role focuses on administrative, logistical, and communication tasks to keep projects on track and stakeholders informed.

You will assist with project setup, client communications, scheduling, meeting logistics, travel coordination, and onboarding new team members, adapting to varying workloads across projects.

Qualifications

• Prior experience in project coordination, administration, or operations support.
• Strong organizational skills with ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Comfortable acting as a point of contact for internal teams and external clients.
• Proficiency with project management and collaboration tools (e.g., scheduling software, shared drives, task trackers).
• Detail-oriented with strong follow-through and accountability.
• Ability to anticipate risks and proactively elevate issues.

Responsibilities

• Assist with project setup and logistics, including folders, workflows, and calendars.
• Support client communication plans, calendars, and meeting cadences.
• Prepare and distribute project status updates and meeting materials.
• Maintain project schedules, timelines, calendars, and milestones.
• Capture meeting notes, track action items, and provide follow-up.
• Coordinate travel logistics for project activities.
• Onboard new team members to project tools and processes.
• Contribute to lessons-learned sessions and project close-out activities.

Skills

Project coordination

Organizational skills

Communication skills

Scheduling software

Shared drives

Task trackers

Job description

Pharmatech is proud to be an equal opportunity employer. Together we are committed to fostering an environment that is professional, inclusive and diverse. Explore the exciting opportunities currently available in the US and around the world.

Pharmatech Associates is seeking a highly organized and proactive Project Coordinator to provide part-time, as-needed support to our project teams.

About the Role

The Project Coordinator provides flexible administrative, logistical, and communication support to Project Managers and active projects as needs arise. This is a part-time contract role intended to support project activities during periods of increased workload, specific project milestones, or other identified needs.

Key Responsibilities

Project Setup & Support

• Support the administrative and operational setup of new projects as needed, including project folders, workflows, communication processes, and meeting schedules.
• Assist Project Managers with establishing client communication plans, calendars, and meeting cadences for assigned projects.
• Provide additional project coordination support during project launches, key milestones, periods of increased activity, or other identified needs.

Communication & Coordination

• Participate in internal and external project meetings as requested, helping ensure information, priorities, and next steps are clearly communicated.
• Prepare and distribute project status updates, meeting materials, and other communications as assigned.
• Support the coordination and routing of project-related communications, ensuring questions and requests are directed to the appropriate team members.

Scheduling & Action Item Tracking

• Assist with maintaining project schedules, timelines, calendars, and key milestones for assigned projects.
• Capture meeting notes, document action items, and provide follow-up support to help keep assigned tasks on track.
• Help identify scheduling conflicts, potential delays, or other project coordination issues and bring them to the attention of the Project Manager.

Documentation & Meeting Logistics

• Organize and update project documentation and filing systems for assigned projects, as needed
• Coordinate logistics for assigned project meetings, including scheduling, agendas, materials, and follow-up activities.

Travel Coordination

• Provide travel coordination support for assigned project activities, including booking logistics, itinerary coordination, and expense documentation.

Team & Project Support

• Assist with onboarding new team members to project tools, processes, and documentation as needed.
• Support Project Managers with lessons-learned sessions, project close-out activities, and other project administration as assigned.
• Provide input on opportunities to improve project coordination, documentation, and communication when appropriate.

Role Flexibility

• Work is assigned on an as-needed basis according to project requirements, milestones, and workload.
• Priorities and level of support may vary over the course of a project, with the opportunity to provide focused coordination support when and where it is most valuable.

Qualifications

• Prior experience in project coordination, administration, or operations support.
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• Excellent written and verbal communication skills.
• Comfortable acting as a point of contact for both internal teams and external clients.
• Proficiency with project management and collaboration tools (e.g., scheduling software, shared drives, task trackers).
• Detail-oriented with strong follow-through and accountability.
• Ability to anticipate risks and proactively elevate issues.

Pharmatech Associates, Inc. provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.