Job Title: Project Coordinator- Benelux
Department: Immunology / PVU
Company: A Global Pharmaceutical Company
Contract: Until April 2026 with possibility of extension
Location: 2 days on-site per week in the Walloon region
Job Summary
The Coordinator Benelux plays a key role in supporting local country teams by ensuring smooth organization of internal and external activities while maintaining high standards of process excellence and compliance. The role focuses on administrative coordination, event support, compliance adherence, and close collaboration with cross-functional teams, including Finance and Compliance.
This position acts as a first point of contact for administrative and compliance-related matters, ensuring that meetings, events, and daily operations are executed efficiently and in line with applicable rules, regulations, and internal guidelines. Coordinators are essential partners in enabling effective team operations and supporting value creation for patients.
Key Responsibilities
Support country teams in the organization of internal and external meetings, ensuring excellence in internal processes and systems
Ensure timely and accurate external compliance by coordinating contracts, logistics, invitations, and regulatory requirements in close collaboration with stakeholders
Act as a first point of contact for rules, regulations, and compliance-related inquiries, including communication with authorities when required
Work closely with the Finance department to ensure all financial processes are handled effectively and compliantly
Provide daily first-line administrative support to local team members, including account managers, solution leads, business unit leads, and market access managers
Proactively initiate and manage administrative workflows following alignment with team members on events and activities
Maintain continuous follow-up and support on projects and local events
Serve as back-up support for other area administrators during peak workload periods or holidays
Arrange travel and hotel bookings for external guests in accordance with internal guidelines
Support the organization of internal meetings and group events
Manage contracts, shipments, documentation, and archiving
Maintain and update collaboration platforms and corporate systems with accurate and current information
Handle grants and sponsorship processes
Ensure compliant process flows in line with area guidelines in collaboration with the local Compliance Officer
Perform general office management tasks, including handling incoming mail
Major Accountabilities
Operations: Full responsibility for administrative and coordination activities described above
Business Processes: Ensure compliant and efficient execution of events, activities, and materials in line with established procedures
Education & Qualifications
Education:
Bachelor's degree preferred
Master's degree is an advantage
Experience in the pharmaceutical industry
Strong experience in executive assistance, business administration, or project coordination
High proficiency in SAP and Microsoft Office applications
Ability to operate effectively in a complex, matrix-driven organization
Fluent in English; additional local languages are an advantage
Excellent administrative and organizational skills
Service-oriented, proactive, and supportive mindset
Strong ability to structure tasks, prioritize effectively, and manage multiple responsibilities
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