Project Coordinator - temporary, onsite in Salisbury, UK

Tbwa Chiat/Day Inc; Salisbury; On-site; GBP 80,000 - 100,000; Full time

Job description

Project Coordinator - temporary, onsite in Salisbury, UK

Salisbury, Wiltshire, United Kingdom

This is an 5 days a week onsite role in Salisbury, UK.

This is a temporary, 1 year contract role.

This is an entry level role with no experience required.

The Project Coordinator provides project and administrative support for a range of client projects and is the key to making sure everything runs smoothly. Working behind the scenes you will be involved in a variety of tasks that include general office processes, arranging travel, liaising with suppliers/clients, researching new software, and QC of internal documents. You are proactive with an appetite for learning new skills, confident at multi-tasking with excellent analytical and problem-solving abilities. The Project Coordinator is part of a supportive team who provide solutions for our pharmaceutical clients to the highest standard.

Project Coordination

• Undertake support activities necessary for the efficient and timely execution of projects including liaising with account teams and on occasion with clients on administrative aspects of projects.
• Assist with the project planning and execution of client meetings including travel, logistics and liaison with hotels and restaurants.
• Liaise with account teams to ensure adherence to agreed project timelines, including adjusting and updating timelines as agreed with clients.
• Liaise with associates and suppliers as per project requirements.
• Assist the account teams with the timely and accurate development and issue of SOWs.
• Input materials and references to Veeva Promomats and Spectra (approval systems) then manage the process and amendments in association with the scientific and account teams.
• Order scientific references and images.
• Undertake production and/or ordering of materials such as tent cards, badges, directional signage, agendas etc. working with scientific and account teams and external suppliers as required.

Administration

• Arrange, in a timely fashion, worldwide travel for Makara Health employees including flights, accommodation, car hire etc.
• Research and organise venues, accommodation and catering for Makara Health internal meetings and annual events.
• Organise catering/accommodation/travel arrangements for visiting clients.
• Maintain efficient office practices including telephone switchboard, postal, courier and email services and ensure adequate supplies of office consumables are available.
• Format and QC a range of documents from general correspondence to proposals, reports, schedules, and presentations in Word, Excel, and PowerPoint.
• Maintain secure filing and archiving practices in accordance with the company processes and office procedures.
• Provide general administrative advice and support to colleagues as required.
• Learn, understand, and implement Makara Health processes, procedures, and systems.

Support for Creative/Digital/IT

• Be proactive in researching and sandbox testing new software that may be beneficial for the company.
• Source and purchase images in accordance with copyright guidelines.
• Order and update company materials such as brochures, leaflets etc.
• Update and support the generation of content for the company websites and social media platforms.

Support for the Finance team

• Assist the Finance team with the timely and accurate development and issue of purchase orders.
• Diary management support with regular Finance calls.
• Support with financial administration on SAGE and CMAP.
• Some European and International travel may be required to support client accounts.
• Undertake any duties as may be required from time to time that can reasonably be regarded as within the remit of the post.
• Aware of and conform to legal requirements in all activities, both internal and external.