Project Coordinator

Summary: As a member of Sphera’s Managed Regulatory Services team, you will be responsible for client and internal organizational support. You will also perform pre-sales contract support and project setup activities. 

Roles and Responsibilities:  

Process Support: Study contractual agreements to understand the scope of a project and support Project Managers with budget and resource management. Process project resources bookings. Track and maintain action items and issues logs. 

Proactively coordinate projects as central point of contact for the project team. Coordinate workflow of the department and ensure projects are submitted within set deadline. Ensure consistent and accurate administration of engagement projects including: Maintaining internals databases and tracking progress of all new and current projects, and maintaining complete and accurate customer information.  

Contribute to internal operations meetings, update meeting minutes and track action items developed at meetings.  

Process and monitor requests that are subcontracted to vendors such as translations. 

Customer Support: Perform project follow-ups with internal and external clients. Act on inquiries. Provide order confirmations and acknowledgements to customers. Process customer approvals and deliver final project documents. Use Chemical Management portal for processing requests and final delivery for customers with membership. Prepare customer meetings and coordinate team schedules including conference calls. 

Internal support: Assist Sphera’s Customer Care team with client listings for surveys and with client feedback. Approve new Sales Orders. Assist in providing training to team members for internal administration tasks. 

Sales Support: Assist Internal Sales in preparing quotes for clients. Obtain quotes from Project Managers for clients with current contracts requesting non-standard services. Provide guidelines for Sales Order processing. 

Quality Assurance: Participate in quality control activities prior to the delivery of safety documents. Update client procedures when required and ensure that project sheets are accurately completed by all team members. Work with authoring teams and clients on processing improvements when required. 

Project budget and project reporting: Set up new projects in our business application according to contracts and internal criteria. Ensure accuracy of the billing rules and revenue recognition rules. Provide invoice information and deal with customer and internal inquiries relating to invoicing. 

And any other task judged necessary by the Managed Regulatory Services management or Sphera’s Finance department. 

Note: Working the evening/night shift to cover 17:30 pm to 2:30 am IST is a requirement (must cover from 8:00 am to 17:00 pm EDT) 

Fluent in English and French is also a requirement. 

Required Education:  

Experience and/or Education required in both of the following areas: 

• Degree in Science or equivalent experience. 

• Degree in Administration, Accounting, Business or equivalent.  

Required Experience:  

• Experience in project coordination or project management activities 

• Experiences in accounting or administration support level role including use of software programs for business support.  

Example: Follow up on payments allocations and collections. Investigate and resolve customer invoice queries. Collect invoice data to prepare monthly metrics 
 

Required Experience considered an asset:  

• Experience in Sciences, Chemistry, Health, Safety, Environment and/or Toxicology. 

• Experience in product stewardship or regulatory affairs  

Special requirements 

• Working the evening/night shift to cover 17:30 pm to 2:30 am IST (must cover from 8:00 am to 17:00 pm EDT) 

• Fluent in English and French for both, written and oral communications  

Skills:  

• Self-starting, reliable and motivated. 

• Expect completing deadlines for more multiple contracts to be common. 

• Able to manage own time, meet deadlines by prioritizing tasks. 

• Good tolerance to stress and sense of urgency. 

• Ability to make informed, timely, and effective decisions. 

• Attentive to detail. 

• Excellent problem analysis and problem-solving capabilities. 

• Excellent team worker both internally and externally. 

• Excellent verbal communication skills. 

• Excellent written skills to report issues and resolutions internally and with customers. 

·    Good regulatory knowledge and troubleshooting skills. 

• Strong work ethic and professionalism. Takes pride in work. 

• Strives to deliver superior services and customer experience. 

• Committed to occasionally working extra hours to meet critical deliverable dates. 

• Fluent in English and French – Written and oral communications 

• Fluency in other languages is an asset. 

• Comfortable with web-based applications and multi-screen data systems. 

• Proficient in Microsoft Office Suites: Excel, Word, Access. 

• Experience with the use of ‘’Intelligent Authoring’’ or SAP EH&S software systems for producing SDSs is highly desirable.