Project Coordinator, Operations

Work shouldn't just be something we do; it should have a purpose. At Envision, we believe in creating life-changing outcomes through the work we do with our clients, giving back to our communities, while creating a company culture where our people thrive. We believe success starts with a workplace where everyone feels valued, supported, and empowered to grow. 

Being part of a collaborative team means there's no limit to what you can achieve. With us, you can be a part of a growing company you want to work for. 

Our Vision: To unleash the power of combined intelligence to accelerate patient access to life-changing treatments. 

Our Mission: Delivering smarter and faster solutions to create, communicate, and commercialize value for our clients. 

Our Values: Excellence, People, Growth 

The opportunity 

The Project Coordinator, Operations is a foundational role within Operations that provides administrative, systems, and process support to Operations and Account teams. Working under guidance from senior Account and Finance colleagues, the Operations Coordinator helps maintain accurate project and freelance information, coordinates defined operational workflows, and supports billing and month-end activities.

The role applies coordinator-level skills to shared operational workstreams rather than day-to-day client delivery. Its primary focus is financial system administration, project financial process support, billing readiness, and, where required, freelance administration support.

How will you make an impact at Envision Pharma Group? 

Role responsibilities

Finance System Administration and Project Support

• Supports project setup activities required for time reporting and delivery readiness.
• Maintains project assignments, task status, and project structures within the finance system.
• Updates approved budgets, task values, project information, and other system records following direction from Account or Operations leads.
• Supports the maintenance of deliverable-level revenue and billing forecasts.
• Coordinates monthly updates to project completion percentages and other required project data.
• Conducts routine data-quality checks, identifies discrepancies, and escalates issues for resolution.
• Prepares project reports, trackers, and operational information to support team decision-making.

Billing Readiness and Project Financial Process Support

• Provides operational and administrative support to project financial processes, including maintaining approved data, coordinating billing readiness, tracking invoice workflows, and supporting month-end validation.
• Assists teams in validating billing schedules, project information, and supporting documentation ahead of invoicing cycles.
• Maintains invoice-status tracking. 
• Monitors invoice approval workflows and follows up on outstanding actions with the relevant teams.
• Tracks rejected invoices, required corrections, and resolution status, escalating recurring or unresolved issues.

Freelance Operations Support

• Coordinates freelance onboarding and system setup activities under the direction of designated freelance lead.
• Creates and maintains accurate freelance records across relevant internal systems.
• Supports freelance timesheet and workorder creation, and freelance invoice and payment tracking processes, as applicable.
• Prepares reports and provides administrative support relating to freelance engagement activity.

Collaboration and Continuous Improvement

• Collaborates professionally with Operations, Account, Finance, and resource management colleagues to complete assigned activities.
• Communicates clearly regarding deadlines, dependencies, missing information, and potential process issues.
• Responds promptly to stakeholder needs and provides a reliable internal service.
• Develops an understanding of how accurate project, billing, and freelance data supports project delivery, recoverability, reporting, and business performance.
• Identifies straightforward opportunities to improve the accuracy or efficiency of assigned processes and raises suggestions with the appropriate lead.
• Adheres to relevant company policies, standard operating procedures, compliance requirements, and information-handling expectations.

Do you have what we are looking for? 

Skills & expertise 

Education and Experience

• Undergraduate degree preferred, or equivalent experience.
• Background in data entry, project administration, operations coordination, invoicing support, or finance administration is preferred.
• Familiarity with project management, financial, or resource‑management systems—such as SAP—is desirable.
• Exposure to professional services, agency environments, pharmaceutical settings, or other process‑driven organizations is advantageous.

Knowledge, Skills, and Abilities

• Proficient in using the Microsoft Office suite.
• Skilled at prioritizing tasks and managing multiple projects simultaneously.
• Demonstrates strong interpersonal skills and a customer‑focused approach to project delivery.
• Learns new information quickly and adapts with ease.
• Quick to adopt new and emerging technologies (e.g., AI‑based tools), databases, and information systems, showing a proactive learning mindset.
• Communicates effectively and professionally, both verbally and in writing.
• Works collaboratively with team members while maintaining fairness and impartiality.
• Operates well both independently and within a team environment.
• Thrives in a fast‑paced environment with a strong focus on ownership, delivery, and innovation.
• Applies analytical thinking to solve problems and propose alternative solutions that enhance quality, efficiency, or services.
• Collaborates effectively within a multicultural, global organization.

#TogetherWeDiscover  

Do you have the experience we are looking for? If so, explore your place at Envision today!