Project Coordinator

About the Company:

Zuellig Pharma is a leading healthcare solutions company in Asia, and our purpose is to make healthcare more accessible to the communities we serve. We provide world class distribution, digital, and commercial services to support the growing healthcare needs in this region.

The company was started a hundred years ago and has grown to become a multibillion-dollar business covering 17 markets with over 12,000 employees. Our people serve more than 200,000 medical facilities and work with over 450 clients, including the top 20 pharmaceutical companies in the world

Job Purpose:

The Project Coordinator will manage studies and projects according to client requirements, coordinate order execution, ensure projects adhere to approved budgets, and maintain strong client relationships. This role also ensures continuous compliance with ISO, GMP/GDP/GCP Guidelines.

Key Responsibilities:

Client Relationship Management and Satisfaction:

• Provide regular updates to clients and follow through on outstanding issues.
• Maintain strong relationships with key stakeholders of assigned client accounts.
• Ensure timely client updates and address any complaints promptly.

Order Management and Execution:

• Responsible for SAP setup, including material master, customer master, clinical trial contracts, service contracts, sold-to codes, and ship-to codes.
• Ensure timely completion of receiving, picking, export packing, and relabeling activities to meet shipment deadlines.
• Manage couriers to ensure export orders are delivered within agreed timelines.
• Coordinate inbound and outbound orders through close liaison with clinical operations, QA, and finance teams.
• Manage vendors/suppliers to maintain sufficient stock levels of packing materials.
• Track export orders up to proof of delivery.
• Provide accurate stock inventory reports, shipment status, and invoicing for service charges.
• Liaise with the Regulatory team to obtain necessary importation licenses for inbound shipments.
• Manage databases for tracking inbound shipments and outbound orders.
• Timely update study databases such as IVRS, IWRS, and IXRS with inbound and outbound statuses.

Study / Project Management:

• Ensure timely execution and implementation of study setup and Depot Project Instructions.
• Draft and review Depot Project Instructions to ensure accuracy and compliance with client study requirements.
• Manage study setup and implementation timelines, as well as study close-out, through close liaison with stakeholders including Sponsors, CROs, and Clients.
• Manage project timelines and study budgets.
• Provide training to stakeholders to ensure clinical trial studies comply with agreed Depot Project Instructions.

Compliance to ISO, GMP/GDP/GCP Guidelines:

• Adhere to ISO procedures, local regulatory authority guidelines on Good Manufacturing Practices (GMP), Good Distribution Practices (GDP), Good Clinical Practices (GCP), and Zuellig Pharma Regional Quality Assurance (RQA) Guidelines on clinical trial management.
• Support internal and client audits.
• Aim for no more than 1 major finding and no more than 1 major deviation per client.

Process Improvement or Cost Savings Project(s):

• Identify and contribute to at least one process improvement or cost savings project.

Skills and Knowledge:

• Educational Qualifications:
  Tertiary education or a degree in Life Science, Logistics, or Supply Chain Management, or equivalent qualifications, with knowledge in clinical trial supply chain management.
• Relevant Experiences:
  Preferably 2 to 3 years of experience managing projects across multiple countries, with experience in order management, customer service, and clinical trial logistics. Good working knowledge of SAP is required.
• Personal Characteristics and Behaviors:
  Excellent interpersonal and communication skills.
• Strong collaboration skills, with the ability to work effectively in a matrix organization.
• Customer-focused mindset.
• High execution and decision-making skills, including prioritization.
• Self-motivated and resourceful.