Speculative Project Co-ordinator Job Description

Speculative Project Co-ordinator Job Description

You would work on a variety of work across important therapy areas, with major pharmaceutical clients, within a supportive, team-focused environment. Your tasks will be focussed on database management, keeping a tight control of deadlines for projects and ensuring critical information is recorded and visible within a central system. You’ll be primarily be working with internal customers including medical writers, other project managers and financial team members to ensure internal systems are updated to aid the management of individual projects and the business overall. You‘ll work with stakeholders at all levels of the organisation and would be joining a collaborative team who actively share ideas and work in partnership with our clients.


Project Work

  • For assigned projects, proactively and frequently communicate project timelines to the account team (including team members from other departments, and colleagues in other locations if appropriate)
  • Undertake and drive the day-to-day project delivery process for all assigned projects and tasks, with core focus on database/financial records and maintenance and communicating with the internal team
  • Proactively reach out to account team members for any required data relating to completion of records and audit processes
  • Assist with system audits i.e. ensure all items and steps are completed as required on an ongoing basis but also provide reports requested by the Client during an internal Client audit
  • Comply with agreed internal processes (SOPs) in an effective manner including client specific protocols and systems, this includes undergoing mandatory client training such as compliance etc.
  • Undertake training to use client supplied project management tools if and where appropriate
  • Work closely with the rest of the team to set up new systems/processes, as required, to optimally manage the account(s)
  • Communicate financial, project status and written content via line manager before external circulation


  • Work with lead account personnel to meet or exceed inScience Communications revenue and profitability expectations within the assigned account(s) i.e. help to ensure that projects keep moving, maintain a high quality of service and ensure accurate process management is delivered
  • Accurately process supplier purchase orders and invoices for authorisation by lead account personnel
  • With direction from the account team personnel, manage the internal business opportunities system including entering new opportunities accurately and managing their progress on a monthly basis – ensure the system is up-to-date before the close of the month
  • With direction from the account team personnel, manage aspects of the internal project financial system including; setting up new projects in the system; creating a financial plan and billing plan; circulating the job code to all team members; managing the revenue stages and debit memo requests (sales order requests) on a monthly basis in line with the ‘month-end’ deadlines; run profitability reports and report progress to account team personnel; develop internal reconciliation documents for approval by the account team personnel

Experience, skills and qualifications


  • High degree of organizational and time-management skills for day-to-day project deadlines
  • Ability to successfully handle multiple tasks simultaneously and follow instructions or processes
  • Excellent attention to detail


  • Educated to a degree level (desired, but not essential)
  • Previous experience in an administrative or project co-ordination role

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