Project Administrator

Company DescriptionThis role sits within Doctors.net.uk, a subsidiary of M3 Inc. Doctors.net.uk is the UK's largest professional network of doctors; a closed community used by over 50,000 doctors daily and with a total membership of over 245,000. Products range from a trusted email communications platform to robust news and educational web pages along with our world-class sponsored pharmaceutical content and doctors own user-generated content. Our mission is to continually improve these offerings as well as identifying new ways to support our community of doctors throughout their career.About M3: A Japanese global leader in the provision of ground-breaking and innovative technological and research solutions to the healthcare industry. The M3 Group operates in the US, Asia, and Europe with over 5.8 million physician members globally via its physician websites which include mdlinx.com, m3.com, research.m3.com, Doctors.net.uk, medigate.net, and medlive.cn. M3 Inc. is a publicly traded company on the Tokyo Stock Exchange (jp:2413, NIKKEI 225) with subsidiaries in major markets including the US, UK, Japan, South Korea, and China, and in 2020 was ranked in Forbes Global 2000 list. The M3 Group provides services to healthcare and the life science industry. In addition to market research, these services include medical education, ethical drug promotion, clinical development, job recruitment, and clinic appointment services. M3 has offices in Japan, UK, France, Germany, Brazil, Sweden, China, USA, and South Korea, as well as India.Job DescriptionThe Project Administrator provides essential administrative and operational support across multiple client projects, ensuring seamless project delivery whilst maintaining the highest standards of compliance and quality assurance required in the medical communications sector.Essential Duties and Responsibilities:Including, but not limited to the following:Project Administration & DocumentationAssist with comprehensive project documentation set-up, ensuring all necessary files and systems are properly configured from project initiationCreate detailed project timelines in collaboration with project managers, incorporating key milestones, deliverable dates, and client requirementsMaintain accurate documentation version control and archiving systems in accordance with industry standards and client specificationsEnsure strict compliance with document version control and approval processes throughout project lifecyclesFinancial Management & TrackingManage project finances set-up and ongoing administration, including purchase order generation and invoice processingAssist with project finance tracking and forecasting to support budget management and client reportingCoordinate with finance teams to ensure accurate and timely processing of project-related financial transactionsProject Monitoring & ReportingTrack project milestones and deliverables against established timelines, flagging potential delays or issues proactivelySupport preparation of comprehensive project status reports and client updates, ensuring clear communication of progress and any challengesAssist in the preparation of documentation submissions for client compliance reviews, ensuring all materials meet regulatory requirementsQuality Assurance & Content ManagementSupport quality assurance processes and participate in document reviews to maintain the highest standards of accuracy and complianceGenerate promotional materials in content management systems (CMS) for internal reviews and approval processesSupport deployment of website content, including confirmation of approvals, testing of site links and functionality, and updating project documentation accordinglyQualificationsAdministrative or project support experience would be idealStrong organization, attention to detail, and disciplined follow-through on tasksComfortable with Microsoft 365 (Excel basics sorting/filters; Word formatting; PowerPoint) and ability to learn new systems quicklyAbilityto follow SOPs, maintain version control, and keep accurate recordsExcellent communication andclear, concise written updates and professional stakeholder coordinationGood time management, ability to prioritize tasks, andjuggle multiple deadlines and escalate blockers earlyAbility to enter data, process simple POs/invoices, and check totals without errorsAdditional InformationMust be willing to work UK shift hoursAll your information will be kept confidential according to EEO guidelines.#LI-SA1 #LI-Remote