Job Description

Project Coordinator – Maidenhead – £18.25 per hour

Our client, a vaccine manufacturing company based in Maidenhead is looking for a Project Coordinator. This is a temporary position for 9 months, possibly longer.

Key Responsibilities:

General Administrative Support for EMEA Medical Affairs:

•             Be the first point of contact for daily admin issues/queries

•             Support with project coordination across EMEA Medical Affairs

•             Support with meeting scheduling when needed

•             Support the team with raising IT service desk tickets and follow up to ensure resolution

•             Support the team with navigating Medical Affairs systems when questions arise

•             Support team with gaining access to systems when needed

•             Coordinating onboarding of new EMEA medical affairs employees by ensuring access to various systems are granted and introduction meetings are arranged.

•             Support with any general admin tasks/overflows within Medical Affairs across regions

•             Support during absence or holiday cover for Medical Affairs Ops Manager

Support with Contracts/documents:

  • Support EMEA Medical Affairs with filing/uploading documents to Companion (contracting system) when needed
  • Support team with using Companion system when questions arise
  • Support with filing documents on to MARS SharePoint site
  • Ensure any contracts/documents that were submitted into SAP as part of PR are also filed in Companion appropriately

Procurement & SAP Support:

  • Support with raising Purchase Requisitions for EMEA Medical Affairs team
  • Monitor workflows and status of PRs to ensure smooth transition to POs
  • Communicate required information with regards to approved POs to Medical Leads
  • Monitor delivery date of established POs and where extension is needed alert Medical leads/Medical Affairs Ops Manager given necessary amendments to the contracts may be required
  • Support with any changes to the POs when needed
  • Work with Procurement in EMEA to resolve any issues with PR/POs for individual countries.
  • Support with “goods receipting” EMEA MA invoices upon approval
  • Support EMEA team when establishing new vendors by working closely with EMEA Procurement and Medical Lead to resolve any issues that may arise.
  • Ensure vendor information is up to date and when changes occur submit vendor change request to Procurement
  • Annually support with closing PO from previous fiscal year upon review and discussion with Medical Affairs Ops Manager


  • The candidate would need to have purchase order and invoicing experience and be familiar with SAP system
  • The candidate would need to be comfortable with numbers and have good excel skills
  • Proactive with strong organizational skills
  • Strong team player with excellent coordination skills
  • High attention to detail and accuracy
  • Comfortable working across EU countries remotely
  • Good interpersonal and communication skills

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