Project Support Associate

Imperial Clinical Research Services, Inc.; Grand Rapids, Northern (MI, KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Imperial Clinical Research Services, Inc. is seeking a Project Support Associate to assist the Project Operations Team with planning, organizing, and overseeing clinical trial-related activities.

The role involves domestic and international releases, shipment tracking, order management, and portal support to ensure a smooth client experience. The ideal candidate has at least 1 year in a professional setting and in customer service, with strong MS Office skills and excellent communication.

Qualifications

• High school diploma or equivalent required; some college preferred.
• 1 year of professional experience and 1 year in customer service.
• Proficient in MS Office and data entry; strong written and verbal communication.

Responsibilities

• Coordinate and assist the Project Operations Team in planning and overseeing activities.
• Perform domestic and international releases and shipment tracking as needed.
• Support order management, prepare proforma invoices, and monitor project status.
• Provide Marketplace portal support including account access and maintenance.
• Generate system reports and maintain data accuracy across tools and documents.
• Take meeting minutes, respond to emails, and update project metrics.
• Maintain timely communication and manage multiple tasks simultaneously.

Skills

MS Office

Communication skills

Multi-tasking

Organized

Customer service

Data entry

Education

High school diploma or equivalent

Some college coursework preferred

Tools

MS Office Suite

Internal Imperial systems

Job description

Description

The Project Support Associate coordinates and assists the Project Operations Team in planning, organizing, coordinating, and overseeing activities related to Imperial products and services for clients within the clinical trial space. Projects may require multiple services including internal administrative support, design and translation support tasks, print and procurement order support, and global distribution.

Purpose of the Job

The Project Support Associate coordinates and assists the Project Operations Team in planning, organizing, coordinating, and overseeing activities related to Imperial products and services for clients within the clinical trial space. Projects may require multiple services including internal administrative support, design and translation support tasks, print and procurement order support, and global distribution.

Job Functions and Performance Standards

• Performs domestic and international releases by utilizing internal Imperial systems and conducts shipment tracking when appropriate
• Monitors and performs appropriate action on shipment hold queues to allow shipments to go out correctly and in a timely manner
• Splits shipments, prepares advanced proforma invoices, and performs other Logistics support tasks as needed
• Supports project team with order management functions which could include developing project estimates, building orders, and monitoring project statuses
• Provides Marketplace portal support including answering questions, account access, and site address and IOR maintenance support
• Generates system reports such as warehouse inventory, shipping history, and expired product in support of Project Management teams
• Prioritizes assigned project tasks and handles multiple responsibilities simultaneously. Maintains timely communication between team members, responds promptly to requests, and proactively manages expectations.
• Performs important administrative functions for the project management team, which could include taking minutes at meetings, making phone calls to team members, responding to e-mails, and updating project metrics
• Ensures all data and documents are complete, current, and stored appropriately
• Performs data entry functions within project- or client-specific tools
• Operates in conjunction with our Core Values to deliver a consistent and professional customer experience

Requirements

Education

• High school diploma or equivalent
• Some college coursework preferred

Licenses/Certifications

• N/A

Experience

• At least 1 year experience in a professional setting
• At least 1 year experience in a customer service role

Skills

• Excellent computer skills including experience in MS Office products
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions provided in written, oral, diagram, or schedule form.
• Excellent written and verbal communication skills
• Ability to adjust based on dynamic needs of clients and project teams on a project-by-project basis
• Customer focused and service mindset
• Ability to multi-task effectively
• Highly organized and detail oriented