Team Project Coordinator

Want a 3D Career? Join Norgine.

At Norgine, our colleagues Dare themselves to be different and try new things, Drive to achieve their goals and beyond, and Develop themselves and their community.

We call it the 3D career at Norgine and it offers you a fully-rounded experience with no limits.

Bring everything about yourself that you’re proud of, whether that’s your passion for making a difference, focus on others’ well-being, or intellectual curiosity to unleash in a fast-paced environment and supportive community.

In return, get a sense of belonging, a long-term career with ongoing development and upskilling, and a company that cares about people’s wellness as much as you do.

Because at Norgine, we transform lives with innovative healthcare solutions.

We have an exciting opportunity for a Team Project Coordinator to join Norgine.

Reports to the General Manager (with a dotted line to the HR Manager for matters relating to personnel administration).

Direct management of two resources.

Organisational Coordination & People Leadership

• Coordinate the team of assistants, assigning tasks, balancing workloads and monitoring deadlines, quality and priorities. The team of assistants will handle activities involving internal and external stakeholders, as well as staff administrative tasks.
• Act as the operational point of contact for all departments within ROC Italy.
• Fulfil a dual role: supervising and directly managing activities both personally and through the team, according to operational needs.
• Monitor and ensure that the team bases its activities on processes, templates and operational SOPs, guaranteeing standardisation and continuous improvement.
• Oversee the schedule, deadlines and deliverables of cross-functional projects with regular reporting.

The responsibilities and activities of the Team Project Coordinator and the team of assistants include, but are not limited to, the following:

Activities towards internal stakeholders:

• Manage all office-related activities, including the management and preparation of meeting rooms, the organisation of internal meetings (including support in organising national meetings), and organisational coordination with global and external stakeholders.

Internal communication

• Foster alignment and engagement among all colleagues through updates and digital channels – intranet, newsletters, town hall meetings, and disease-specific awareness days.

Conferences and educational events – Supervision and operations

• Overseeing conferences and educational events (ECM/non-ECM) related activities performed by Norgine external congress management partner: liaising with secretariats, AIFA checks and updating congress management systems.
• Direct management of purchase orders and uploads to operational systems.
• Management of travel and hospitality for guests, including selection and negotiation with agencies.
• Support for Farmindustria certification and attendance at audits where required.

Activities involving external stakeholders (supervision & operations)

• Supervision and support for the organisation of focus groups, market research, advisory boards, consultancy and sponsorship.
• End-to-end management of contractual processes: liaising with suppliers/associations/professionals, preparing documentation, collecting signatures and archiving.
• Purchase order management: supplier onboarding, issuance and follow-up, checks and budget file management.
• Tracking grant requests and liaising with HCPs and scientific societies regarding the contacts necessary to complete the administrative and contractual process.

External communication

• Supporting the visibility of the company’s image to external stakeholders – e.g. Norgine Italia website, LinkedIn, etc.

Promotional Materials & Logistics – Operational Supervision

• Management of shipments and requirements for conference stands.
• Dispatching materials to the sales force.
• Support with the approval process for promotional materials.
• Supervision of promotional material stock reconciliation with DHL.

Local IT Point – Operational supervision

• Liaising with Global IT regarding PC fleet management and other IT support.
• Management of relations with external consultants.

Personnel administration (supervision) – in line with HR

• Company car fleet (supervision of external supplier).
• General HR administration.

Compliance & Audit (support to BI&CM)

• Supporting the operational, documentary and organisational management of compliance processes, facilitating the correct application of internal policies, codes and industry guidelines.

Reporting, KPIs & Continuous Improvement (supervision & operations)

• Updating the events pipeline, budget vs actual, and supplier KPIs.
• Identifying opportunities for process optimisation and digitalisation.

Role requirements

Education & Experience

• Proven seniority in project/operations coordination within pharmaceutical companies.
• Proven experience in sales support and/or conference management within the pharmaceutical sector.
• Knowledge of codes and regulations within the pharmaceutical sector.

Soft skills

• Managerial skills in team management and workload management.
• Collaborative leadership and the ability to create a positive working environment.
• Project management, prioritisation and a results-oriented approach.
• Problem-solving and the ability to manage multiple projects in dynamic environments.
• Clear communication, negotiation and excellent customer service.
• Discretion and the ability to interact with all levels of the organisation.
• Confidentiality in handling information.

Our benefits may vary per location. Please liaise with the Norgine TA representative to obtain more information.

Sound good? Find out more about the career you’ll have with Norgine, then apply here.