Project Administrator

Company Description

This role sits within , a subsidiary of M3 Inc. is the UK's largest professional network of doctors; a closed community used by over 50,000 doctors daily and with a total membership of over 245,000. Products range from a trusted email communications platform to robust news and educational web pages along with our world-class sponsored pharmaceutical content and doctors' own user-generated content. Our mission is to continually improve these offerings as well as identifying new ways to support our community of doctors throughout their career.

About M3: A Japanese global leader in the provision of ground-breaking and innovative technological and research solutions to the healthcare industry. The M3 Group operates in the US, Asia, and Europe with over 5.8 million physician members globally via its physician websites which include , , , , , and M3 Inc. is a publicly traded company on the Tokyo Stock Exchange (jp:2413, NIKKEI 225) with subsidiaries in major markets including the US, UK, Japan, South Korea, and China, and in 2020 was ranked in Forbes' Global 2000 list. The M3 Group provides services to healthcare and the life science industry. In addition to market research, these services include medical education, ethical drug promotion, clinical development, job recruitment, and clinic appointment services. M3 has offices in Japan, UK, France, Germany, Brazil, Sweden, China, USA, and South Korea, as well as India.

Job Description

The Project Administrator provides essential administrative and operational support across multiple client projects, ensuring seamless project delivery whilst maintaining the highest standards of compliance and quality assurance required in the medical communications sector.

Essential Duties and Responsibilities:

Including, but not limited to the following:

Project Administration & Documentation

• Assist with comprehensive project documentation set-up, ensuring all necessary files and systems are properly configured from project initiation
• Create detailed project timelines in collaboration with project managers, incorporating key milestones, deliverable dates, and client requirements
• Maintain accurate documentation version control and archiving systems in accordance with industry standards and client specifications
• Ensure strict compliance with document version control and approval processes throughout project lifecycles

Financial Management & Tracking

• Manage project finances set-up and ongoing administration, including purchase order generation and invoice processing
• Assist with project finance tracking and forecasting to support budget management and client reporting
• Coordinate with finance teams to ensure accurate and timely processing of project-related financial transactions

Project Monitoring & Reporting

• Track project milestones and deliverables against established timelines, flagging potential delays or issues proactively
• Support preparation of comprehensive project status reports and client updates, ensuring clear communication of progress and any challenges
• Assist in the preparation of documentation submissions for client compliance reviews, ensuring all materials meet regulatory requirements

Quality Assurance & Content Management

• Support quality assurance processes and participate in document reviews to maintain the highest standards of accuracy and compliance
• Generate promotional materials in content management systems (CMS) for internal reviews and approval processes
• Support deployment of website content, including confirmation of approvals, testing of site links and functionality, and updating project documentation accordingly

Qualifications

• Administrative or project support experience would be ideal
• Strong organization, attention to detail, and disciplined follow-through on tasks
• Comfortable with Microsoft 365 (Excel basics—sorting/filters; Word formatting; PowerPoint) and ability to learn new systems quickly
• Ability to follow SOPs, maintain version control, and keep accurate records
• Excellent communication and clear, concise written updates and professional stakeholder coordination
• Good time management, ability to prioritize tasks, and juggle multiple deadlines and escalate blockers early
• Ability to enter data, process simple POs/invoices, and check totals without errors

Additional Information

Must be willing to work UK shift hours

All your information will be kept confidential according to EEO guidelines.