Project Coordinator (Medical Communications)

Location: Toronto, Ontario, Canada (Hybrid)

Company

Medical communications projects are delivered through collaboration between Client Engagement, Production, and client stakeholders.

What you will do

• Support project coordination and administration from initiation through closeout, maintaining tasks, timelines, milestones, project data, and deliverables.
• Assist with project setup, including scopes of work, billing schedules, resource booking, and scheduling.
• Prepare internal and client status reports and coordinate meetings, agendas, and recaps.
• Support medical, legal, and regulatory review through document submission, tracking, and follow-up.
• Maintain project documentation and records, enter data into agency management systems and publication databases, and track project-related expenses.
• Support audits, invoicing, revenue reporting, client meetings, and programs, including onsite attendance when required; communicate issues and escalate risks as needed.

Requirements

• Bachelor's degree required; Communications, Life Sciences, Business, or a related field is preferred. Equivalent industry experience may be considered.
• 1–2 years of experience in project coordination, project management, or a related administrative role.
• Foundational knowledge of project coordination principles and workflows.
• Strong organizational and administrative skills, exceptional attention to detail, and the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to follow established processes, appropriately escalate issues, collaborate with cross-functional teams, and work proactively with a solutions-oriented mindset.
• Strong time management and prioritization skills, professionalism, integrity, composure under pressure, and willingness to learn and grow.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.

Nice to have

• Experience in a medical communications, agency, consulting, or professional services environment.
• Experience with project management tools and systems.
• Familiarity with project management and document submission systems.

Culture & Benefits

• Commitment to diversity, equity, inclusion, and equal opportunity.
• Inclusive working environment without discrimination based on protected personal characteristics.
• Hybrid work arrangement in Toronto, Ontario.