Project Coordinator

**About STEM**:
STEM Healthcare is a dynamic, fast paced global pharmaceutical and life sciences advisory firm headquartered in the UK and present across six continents, part of Ashfield Advisory (UDG). STEM have developed a proprietary process and built a benchmarking database with more than 500,000 face-to-face and virtual observations completed across 50+ countries. The benchmark provided is unique in the pharmaceutical industry consisting of over 100 KPIs, while focusing on 2-3 key priorities during formulation of action planning to help clients further accelerate performance.

STEM accelerates performance, improves strategic alignment, and facilitates excellence in marketing, sales, medical, market access and account plans strategy execution. Due to the unique, specialised and highly targeted offering, STEM is experiencing a rapid growth phase, and recruiting heavily across the world. New employees will be joining at a time where rapid career development and growth opportunities are expected, as the organisation works towards their mid and long-term goals.

**Vision**:To always be viewed as an essential partner to enable our clients to reach more patients with their medicines

**Mission**:To accelerate high performance

**Core Values**:Brave, Honest, Performance Driven, Practical, Customer Focused, Caring

Job purpose: Support Project Leaders in the APAC region and Australia for field visit scheduling activities by liaising with freelance field workers as per project timelines, geographical spread and field worker availability.

**Roles and responsibilities**:

- _Project Set up_

**Build Project Scheduling database**:

- Allocate 'Field Visits' to 'Field Workers' ensuring target numbers are met for each project with an optimal geographical spread

**Provide a Project Overview to the field worker team detailing the following**:
**Communication with field workers**:

- Their own individual tracker for each project which will be monitored weekly
- Invitation to project briefing and debriefing

**Communication with other stakeholders**:

- Give heads up to other departments (e.g. training and analysis) as needed due to complexity of projects
- Foresee any pitfalls and proactively communicate and collaborate with Project leaders to sort it out

**Achieve project scope**:

- Make sure the scope for field visits and interviews agreed with the client is achieved for each project

**_ 2. _**_During the project_**:

- Ensure target numbers are maintained by reallocation of reps when necessary
- Provide a weekly update to the project lead and analysis team detailing initial booking rates with booking completion and call rate figures
- Liaise proactively and in advance with the Project Leader if issues jeopardising scheduling completion
- Ensure timely delivery of workbooks to the Analysis Team for client report creation

**_ 3. _**_End of a project_**:

- Send out STEM expenses template to field workers, collect their project invoices, send combined invoices to respective Project Leader for approval and finally to Finance for payment processing

**_ Other key responsibilities_**:

- Build and oversee local projects pipeline
- Update monthly fieldworker availability with a quarterly forecast for capacity mapping
- Communicate capacity updates to PC Manager
- Recruit new field workers as necessary
- Participate in weekly catch-up calls for projects in the region
- Collaborate with other PCs and cover projects in other countries in Europe, MEA and South East Asia

Education Requirements: Great English fluency and a university degree or equivalent are a must. Maths, English, Excel skills are necessary. Exposure to a European or international working environment is desirable.

**Proven experience**:

- Successful track-record in managing multiple projects simultaneously, working on large cross-functional, cross organisational transformation efforts
- Minimum of two years project management/coordination experience
- Demonstrate the ability to prioritise a diverse workload whilst multi-tasking on several projects running simultaneously
- Manage, engage and motivate freelance field workers in their duties
- Support, influence and communicate efficiently with decision makers providing best solutions and options
- The ability to remain calm and quality conscious in a fast-changing environment when under pressure
- A proactive, problem solving nature with the skill of looking at the bigger picture
- Working independently, as well as part of a team, will need to be well organised, an excellent communicator and confident in the work place also when working from remote
- Advanced user capability in MS excel
- pivot and macros etc.
- Problem solving and focused approach to completing activities in the project co-ordination scope
- Excellent analysis and attention to detail, optimising resources efficiently
- Open and supportive collaboration with colleagues
- Planning ahead and taking responsibilities proactively
- Project co-