Administrative Assistant Project Coordinator

Overview

Admin/project support for pharma capital projects, handling PO's, communications, coordination.

Key Responsibilities

• po creation
• sap tracking
• invoice monitoring
• scope upload
• meeting coordination
• photo review

Tasks

Bi-weekly Site Communication- Create PO’s for Project Managers – -Post/Upload into SCOPE -Distribute advanced copies of invoices for approval -Utilizing SAP, create PO’s. For Project Manager and outside vendors operating as the pharmaceutical company’s agent -Register Guests with Security -Coordinate approval with Security -Collect input from PM’s -Provide the input to Communications Dept. for sitewide distribution -Provide proactive project team support by scheduling meetings, developing agendas, distributing project related materials, capturing minutes, tracking assignments, and requesting updates and information for team assigned projects. -Collect progress photos from PM’s -Provide input and verify Engineering project maps -Coordinate/assist summer interns – be a go-to support -Track the status of the PO’s -Track invoices against the PO’s monitoring when payments are made and when to PO is completed. -Collect and organize the (twice monthly) for relevant activities on site -Review photos – (no people, no signs, no proprietary information)

Requirements

• project management
• smartsheet
• sap
• bachelor's
• biopharma
• communication

What You Bring

Education: Minimum of a bachelor’s degree required The Spear Group has an exciting career opportunity for an experienced business administration and project support professional to join a team of pharmaceutical manufacturing capital project engineering leaders and provide various project coordination support, on-site, in Lawrenceville, NJ. The ideal candidate will provide project and administrative support to the Pharma Director of Engineering/ Capital Projects and to the overall Capital Project Management team reporting to the above-mentioned Director. -Basic knowledge of project management concepts and tools -Relevant work such as roadwork/closures, temporary pedestrian traffic changes, elevators, parking lot closures, etc….. -Intermediate level experience with MS Office, Smartsheet, or similar project management software -Ability to organize, prioritize, and complete tasks in a timely manner. -Excellent verbal and written communication skills. -Demonstrated experience in coordinating projects, activities, and/or events -Excellent interpersonal and teamwork skills -Experience or education related to biopharma, engineering, or industrial manufacturing is a plus -Knowledge purchase orders and invoicing basic principles -Excellent organizational skills -Knowledge of SAP is a plus

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Benefits

Compensation based on relevant experience The Spear Group Full-Time Opportunity with Corporate Benefits – Pharma Capital Projects Team Business Administration Support

About The Spear Group

-Founded in 1981, the company provides workforce solutions across sectors like utilities, construction, and engineering. -Partners with organizations in various industries, including pharmaceuticals, government, and industrial projects. -Specializes in services such as project management, project controls, cost estimation, and construction support. -Major focus includes large capital engineering projects and providing expertise for field-based construction efforts. -Reputation as a reliable provider for Project Management services servicing Fortune 500 and other clients.

Sector Specialisms