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... From preparation to closure, ensuring compliance, service quality, adherence to deadlines and audit traceability.
They work within a cross-functional team of Project Administration Coordinators, with common operating rules, and act as the central point of coordination between Headquarters, Field teams and support functions (Compliance, Legal, Procurement), in order 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 others in case of non-compliance with compliance rules and remind teams of best practices.
They contribute to the optimization and standardization of the operational and financial management of projects in collaboration with the various stakeholders.
Main Responsibilities
- Ensure the administrative and logistical coordination of events and projects intended for Healthcare Professionals.
- Manage the preparation, drafting and follow-up 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.
- Track participants, from sending invitations through to the post-event review.
- Coordinate the various stakeholders to ensure adherence to deadlines, budgets and internal procedures.
- Monitor budget commitments, purchase orders, invoicing and supplier payments.
- Identify operational risks and propose appropriate solutions to ensure project success.
- Take part in continuous process improvement, audit preparation and maintaining quality and compliance standards.
- Contribute to cross-functional projects aimed at optimizing working methods and operational efficiency.
Qualifications:
- Higher education (Bac+2 to Bac+3) in management, administration, executive assistance or an equivalent field.
- At least 3 years of experience in project coordination, administrative management or event organization, ideally in a regulated environment.
- Strong command of budget management, contract monitoring and office and digital tools (Office suite, collaborative tools).
- Excellent organizational, planning and priority-management skills in a multi-project context.
- Strong interpersonal and communication skills, with a genuine service orientation and a team spirit.
- Rigor, proactivity, adaptability and a sense of confidentiality.
Additional location(s) Compensation Information:
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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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:
11/15/2026
*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.