Job detail for Project Administration Coordinator

Job Description

The Project Administration Coordinator is responsible for the operational, administrative, financial, and regulatory execution of external projects/events involving Healthcare Professionals (HCPs), Congresses, Sponsorships, Boards, PR, Contracts, etc. From preparation to closure, they ensure compliance, service quality, adherence to deadlines, and audit traceability.

They work within a cross-functional team of Project Administration Coordinators, following common operating rules, and act as a central coordination point between Headquarters, Field teams, and support functions (Compliance, Legal, Procurement) to secure and streamline the execution of operations involving HCPs.

They are responsible for the archiving and traceability of projects in the event of an internal audit.

In this context, they must alert stakeholders in case of non-compliance with regulations and reinforce best practices.

They contribute to the optimization and standardization of the operational and financial management of projects in collaboration with the various stakeholders.

**Main **

• Ensure the administrative and logistical coordination of events and projects intended for Healthcare Professionals.
• Manage the preparation, drafting, and monitoring of contracts with experts, speakers, partners, and service providers in compliance with regulatory and compliance requirements.
• Organize and manage all event logistics in collaboration with external service providers.
• Manage participant tracking, from sending invitations to the post-event report.
• Coordinate various stakeholders to ensure compliance with deadlines, budgets, and internal procedures.
• Monitor budget commitments, purchase orders, invoicing, and supplier payments.
• Identify operational risks and propose adapted solutions to ensure project success.
• Participate in the continuous improvement of processes, audit preparation, and the maintenance of quality and compliance standards.
• Contribute to cross-functional projects aimed at optimizing work methods and operational efficiency.

Qualifications:

• Higher education (Associate degree or Bachelor's degree) in management, administration, assistant studies, or an equivalent field.
• At least 3 years of experience in project coordination, administrative management, or event organization, ideally in a regulated environment.
• Good command of budget management, contract monitoring, and office/digital tools (Microsoft Office, collaborative tools).
• Excellent organizational, planning, and priority management skills in a multi-project context.
• Strong interpersonal and communication skills, with a genuine sense of service and teamwork.
• Rigor, proactivity, adaptability, and a sense of confidentiality.

Required Skills:

Document Management, Event Planning, Expense Claims, Financial Budgeting, Government Regulation, Legal Compliance, Office Applications, Project Contracts, Project Management

Preferred Skills:

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Current Contingent Workers apply HERE

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Merck & Co., Inc., Rahway, NJ, USA, also known as Merck Sharp & Dohme LLC, Rahway, NJ, USA, does not accept unsolicited assistance from search firms for employment opportunities. All CVs / resumes submitted by search firms to any employee at our company without a valid written search agreement in place for this position will be deemed the sole property of our company.  No fee will be paid in the event a candidate is hired by our company as a result of an agency referral where no pre-existing agreement is in place. Where agency agreements are in place, introductions are position specific. Please, no phone calls or emails.

Employee Status:

Project Temps (Fixed Term)

Relocation:

VISA Sponsorship:

Travel Requirements:

Flexible Work Arrangements:

Hybrid

Shift:

Valid Driving License:

Hazardous Material(s):

Job Posting End Date:

11/8/2026

*A job posting is effective until 11:59:59PM on the day BEFORE the listed job posting end date. Please ensure you apply to a job posting no later than the day BEFORE the job posting end date.