Project Coordinator

About the Role

Real Chemistry is looking for a Project Coordinator to join our growing team. This is an entry-level role that supports the project management team in the delivery of integrated healthcare communications. This role builds core skills in scheduling, routing, documentation, and agency systems, and serves as the foundation for growth within the project management career path. This is a hybrid role, based in any of our US offices or remotely within the US, depending on team and business needs.

Key Responsibilities

• Support Project Managers with day-to-day task execution across multiple projects and brands.
• Maintain timelines, hot sheets, status reports, and project documentation with version control.
• Route deliverables through internal departments and track review cycles, including MLR and PRC submissions and returns.
• Assist in meeting preparation, capture detailed notes, distribute action items, and follow through on next steps.
• Open job codes, set up folders and Teams channels, and keep filing structures organized.
• Prepare small estimate requests and coordinate simple vendor engagements under guidance.
• Escalate risks, blockers, or quality issues to the project lead quickly and clearly.

Portfolio Management:

• Project-focused. No revenue oversight. No new business involvement.

Resource Management:

• No ownership of resourcing data or personnel communications.
• No Gantt ownership. Shadow staffing conversations to learn expectations.

Client and Vendor Relationship Management:

• Observer on client calls and email communications.
• Observer on vendor communications.

Training, Growth, Reporting:

• Establish professional attitude, self-motivation, and organization.
• Learn department onboarding checklists and reference documents.

Admin Operations:

• Learn Workfront routing, OpenAir and PowerBI basics, and timesheet review steps.
• Support day-to-day routing and traffic of jobs.

Execution:

• Update hot sheets and timelines. Send meeting notes and recaps.
• Learn project lifecycle and ask clarifying questions to build knowledge.

Finance:

• Open job codes. Pull basic reports for hours and OOPs.
• Create small-scale estimates for simple tactics under supervision.

Culture, Comms and Collaboration:

• Maintain a positive, can-do attitude and team mindset.

Requirements & Tech Stack

• Microsoft 365 proficiency.
• Familiarity with Workfront and Teams is a plus.

Qualifications

• Bachelor’s degree in business, communications, marketing, or related field preferred.
• Strong organization, time management, and attention to detail.
• Clear written and verbal communication skills.
• 0 to 2 years in marketing or agency environments, including internships.
• Demonstrated interest in healthcare communications and project management.
• Adaptable, resilient, and OK with adjusting scope, responsibilities, and focus.
• Proactive, driven, and resourceful with strong prioritization skills and a desire to dive into data.
• Highly organized self-starter, able to work independently and under tight deadlines.