Project Coordinator for Medical Affairs

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Good understanding of SAPGood knowledge of process, systems and document managementClient DetailsA large pharmaceutical business.DescriptionThe key responsibilities of the Project Coordinator are:General Administrative Support for EMEA Medical Affairs: 20%Be the first point of contact for daily admin issues/queriesSupport with project coordination across EMEA Medical AffairsSupport with meeting scheduling when neededSupport with following up on any admin related mattersSupport the team with raising IT service desk tickets and follow up to ensure resolutionSupport the team with navigating Medical Affairs systems when questions ariseSupport team with gaining access to systems when neededCoordinating 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 regionsSupport during absence or holiday cover for Medical Affairs Ops ManagerSupport with Contracts/documents: 10%Support EMEA Medical Affairs with filing/uploading documents to Companion (contracting system) when neededSupport team with using Companion system when questions ariseSupport with filing documents on to MARS sharepoint siteEnsure any contracts/documents that were submitted into SAP as part of PR are also filed in Companion appropriatelyProcurement & SAP Support: 45%Support with raising Purchase Requisitions for EMEA Medical Affairs teamMonitor workflows and status of PRs to ensure smooth transition to POsCommunicate required information with regards to approved POs to Medical LeadsMonitor 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 requiredSupport with any changes to the POs when neededWork with Procurement in EMEA to resolve any issues with PR/POs for individual countries.Support with "goods receipting" EMEA MA invoices upon approvalSupport 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 ProcurementAnnually support with closing PO from previous fiscal year upon review and discussion with Medical Affairs Ops ManagerInvoices: 10%Support with processing invoices for EMEA Medical AffairsObtain internal approval for invoices before goods receipting to ensure correct amount is charged/paid outWork with Accounts Payable across EMEA to resolve any payment issues with invoices and communicate status or resolution to the Medical Lead/ Medical Affairs Ops ManagerCoordinate and liaise with local affiliate admin/finance personnel to resolve any invoices queries/issues in Germany, Spain and Italy.Budget: 10%record all invoices in the trackerrecord info on all PRs raised for EMEA, such as coding of each PR (GL and WBS codes), PR number, PO number, and delivery dateensure accuracy of the budget tracker against actuals report from Finance (monthly)work closely with Medical Affairs Ops Manager to regularly review tracker to update on the status of PRs/POs and discuss any issues with budget figuresSupport with data entry into system during quarterly forecast as and when needed (ex: smartcore)ProfileThe successful Project Coordinator will:The candidate would need to have purchase order and invoicing experience and be familiar with SAP systemThe candidate would need to be comfortable with numbers and have good excel skillsProactive with strong organisational skillsStrong team player with excellent coordination skillsHigh attention to detail and accuracyComfortable working across EU countries remotelyGood interpersonal and communication skillsJob OfferA competitive day rate and opportunity to expand your skill-set.