Pre-Project Coordinator, Clinical Label Products

We are seeking a detail-oriented and customer-focused Project Coordinator, Clinical Labeling to support the planning and coordination of custom clinical trial labeling and booklet projects. This role serves as a key liaison between customers and internal teams, ensuring project requirements are accurately captured, quotations are prepared, documentation is complete, and projects are properly set up for successful execution.

The ideal candidate will possess strong communication skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Experience working with customer specifications, documentation, project coordination, or printing and packaging processes is highly desirable.

Essential Duties and Responsibilities

Customer Communication & Support

• Serve as a primary point of contact for customers regarding assigned projects.
• Communicate project requirements, timelines, schedules, and deliverables to customers and internal stakeholders.
• Respond to customer inquiries in a professional, timely, and solution-oriented manner.
• Build and maintain strong customer relationships through proactive communication and excellent customer service.
• Follow up with customers to clarify project details, study requirements, and labeling specifications as needed.

Quoting, Estimating & Project Coordination

• Prepare detailed quotations and preliminary cost estimates based on customer study requirements and project specifications.
• Gather, review, and interpret customer documentation, protocols, and labeling requirements.
• Translate customer information into accurate project specifications and job instructions.
• Review technical drawings and specifications to determine label sizing and production requirements.
• Coordinate project setup activities and ensure all required documentation is complete prior to project release.
• Assist with project scheduling and planning activities to support efficient workflow and timely project execution.
• Maintain estimate, quotation, and project tracking reports.
• Assess inventory availability and coordinate with internal departments as needed.

Documentation & Quality Review

• Proofread quotations, project documentation, labels, booklets, and related materials for accuracy, consistency, and completeness.
• Verify project information and customer requirements before project release.
• Identify discrepancies, missing information, or potential issues and collaborate with customers and internal teams to resolve them.
• Ensure project documentation complies with customer requirements and company procedures.
• Maintain accurate and organized project records and supporting documentation.

Cross-Functional Collaboration

• Partner with Design, Material Management, Project Management, Strategic Planning, Production, and other internal departments to support successful project execution.
• Participate in process improvement initiatives to enhance efficiency, quality, and customer satisfaction.
• Provide administrative and operational support to the department as needed.
• Perform additional responsibilities and special projects as assigned.

Qualifications

Education

• Associate's or Bachelor's degree preferred in Business Administration, Communications, Life Sciences, Healthcare Administration, Project Management, or a related field.
• Equivalent combination of education, training, and relevant work experience will be considered.

Experience

• 1-3 years of experience in project coordination, customer service, estimating, quoting, administrative support, printing, packaging, manufacturing, healthcare, or a related field preferred.
• Experience in a customer-facing environment is highly desirable.
• Experience reviewing specifications, managing documentation, or coordinating multiple projects is a plus.

Skills & Abilities

• Excellent verbal, written, and interpersonal communication skills.
• Strong customer service and relationship-building abilities.
• Exceptional attention to detail and accuracy.
• Strong proofreading and document-review skills.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong analytical, mathematical, and problem-solving abilities.
• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
• Ability to learn and utilize company-specific software and systems.
• Ability to work independently while contributing effectively in a team environment.

Core Competencies

• Customer Focus
• Attention to Detail
• Project Coordination
• Communication
• Organization & Planning
• Problem Solving
• Quality Orientation
• Accountability
• Teamwork & Collaboration
• Adaptability

Working Conditions

CCL Clinical Systems, Inc. provides a clean, safe, and professional work environment. This position primarily operates in an office setting and requires frequent computer use, document review, customer communication, and collaboration with internal stakeholders. The role supports projects involving custom clinical trial labels, booklets, and related packaging materials.

Confidentiality

Due to the nature of our business, employees may have access to confidential customer information, study-related materials, and proprietary business information. Employees are required to maintain strict confidentiality and comply with all company policies concerning information security and data protection.

Equal Employment Opportunity

CCL Clinical Systems, Inc. is an Equal Opportunity Employer and is committed to fostering an inclusive workplace where all employees are treated with dignity and respect and provided equal opportunities for employment and advancement.