Regional Portfolio Coordinator

Phastar is a multiple award-winning global biometric Contract Research Organization (CRO) that is accredited as an outstanding company to work for by Best Companies. We partner with pharmaceutical, biotechnology and medical device organizations to provide the expertise and processes to manage and deliver on time, quality biostatistics, programming, data management and data science services. With offices across the UK, US, Germany, Denmark, Kenya, Australia, India, China and Japan, Phastar is the second largest specialized biometrics provider globally, and the largest in the UK.

Our unique approach to data analysis, “The Phastar Discipline”, has led us to build a reputation for outstanding quality. With this as our core focus, we’re looking for talented individuals who share our passion for quality and technical expertise to join our team.

WHY PHASTAR

Accredited as an outstanding company to work for, Phastar is committed to employee engagement, workplace satisfaction and ensuring a healthy work-life balance. We offer flexible working, part-time hours, involvement in developing company-wide initiatives, structured training and development plans, and a truly supportive, fun and friendly environment.

What’s more, when you join our team, Phastar will plant a tree in your honour, as one of our Environmental, Social and Governance (ESG) initiatives. So, not only would you get your dream job, you’ll also be helping to save the planet

THE ROLE

The Regional Portfolio Coordinator is responsible for providing comprehensive administrative and operational support to the Regional Portfolio Head, Engagement Managers, and the broader customer success and project teams. Reporting directly to the Billing & Resourcing Manager, this role focuses on ensuring that regional projects are coordinated efficiently and delivering excellence through process optimization. The coordinator plays a key role in maintaining compliance, ensuring accurate documentation management, and optimizing financial and resource tracking for precision and transparency.

The Regional Portfolio Coordinator is essential to the smooth operation of projects and accounts, managing a wide range of administrative duties. These include scheduling, overseeing documentation, tracking finances, and coordinating resources. The role ensures compliance with internal systems and processes, including QPulse, NetSuite, Monday.com, and OpenAir, facilitating project tracking, resource management, and financial oversight. Additionally, the Regional Portfolio Coordinator is expected to embody and promote the company’s values of Excellence, Collaboration, Integrity, and Passion.

Responsibilities:

• Project Coordination: Assist in the coordination of regional projects, working closely with Engagement Directors and Managers to manage timelines, track milestones, and ensure compliance with project protocols. Provide proactive support to ensure that project deliverables are met on schedule and within scope, while coordinating resources and documentation across teams. Facilitate communication between project stakeholders and ensure the use of core systems (NetSuite, Monday.com, OpenAir) for tracking progress, maintaining accurate records, and reporting on project status.
• Account & Project Billing & Resourcing: Support the Engagement Directors and Managers with tracking and management of project budgets and financials, assisting with billing, forecasting as per internal processes and system. Collaborate with Engagement Directors, Managers, and regional teams to coordinate resources, ensuring that project teams have the necessary support to deliver on their commitments.
• Administrative Support: Provide high-level administrative support, including scheduling meetings, preparing reports, and coordinating communications across teams. Ensure the accuracy and completeness of system-generated meeting minutes, action items, and follow-up tasks within core systems such as NetSuite, Monday.com, and OpenAir. Maintain up-to-date and comprehensive documentation to support clear communication, accountability, and alignment across project teams, ensuring that all deliverables are tracked and completed on time.
• Documentation Management: Oversee the organization and management of project documentation, ensuring that all files are complete, accurate, and easily accessible. Provide support to Engagement Directors and Managers by maintaining study file completeness, ensuring that all required documents are up-to-date and stored according to regulatory and company standards. Proactively manage documentation to ensure audit readiness, conducting regular reviews to confirm compliance with internal and external audit requirements.
• Process Support, Setup, and Resource Onboarding: Collaborate with the Regional Portfolio Head and Billing & Resourcing Manager to improve regional efficiency and effectiveness through process enhancements. Lead the setup of new processes, ensuring alignment with company goals and seamless integration with financial and resource tracking systems. Develop clear work instructions to standardize operations and support consistency. Assist in onboarding new Customer Success resources, providing training on key systems to ensure smooth integration and effective contribution to project success.
• Project Setup & Data Accuracy: Responsible for setting up projects in OpenAir, ensuring that all project information is accurate and aligned with the contract terms. This setup supports the successful delivery of the project and ensures that key data is correctly reported across the business for tracking, financial oversight, and decision-making purposes.
• Seamless Business Continuity: Collaborate with cross-regional counterparts to maintain consistent operations to support the global team during absences or peak workload periods. This includes adapting quickly to the needs of different regions and aligning with their processes to support the global customer success framework.

Core Competencies:

• Organizational Skills: Strong ability to manage multiple tasks and projects simultaneously with a high level of accuracy and attention to detail.
• Communication: Excellent communication skills, both written and verbal, with the ability to effectively coordinate with various stakeholders.
• Problem-Solving: Strong analytical and problem-solving skills, with the ability to anticipate challenges and proactively address them.
• Adaptability: Ability to thrive in a fast-paced environment, managing competing priorities with efficiency and composure.
• System Expertise: Proficiency in key internal systems (NetSuite, OpenAir, Monday.com, Salesforce) with the ability to navigate, optimize, and train others in these tools to support project and financial management.

Qualifications:

• Bachelor’s degree in business administration, Project Management, or a related field.
• 5+ years of experience in an administrative or project coordination role, preferably within a customer success or project management environment.
• Proficiency in project management and financial tracking software (e.g., NetSuite, OpenAir).
• Experience managing documentation and supporting financial processes in a professional setting.

APPLY NOW

With the world’s eyes focused on clinical trial data, this is a fantastic time to join an award-winning specialized biometric CRO that is renowned for its technical expertise, outstanding quality and cutting-edge data science techniques. We offer flexible working, part-time hours, structured training and development plans, continuous learning opportunities, and a competitive salary and benefits package. We’re committed to ensuring our employees achieve a healthy work-life balance, within a supportive, fun and friendly working environment.

Should you feel that you have the right skill set and motivations for this position, please apply Please note that we are considering candidates located anywhere in China as this role can be carried out remotely.

Phastar is committed to the principles and practices of equal opportunities and to encouraging the establishment of a diverse workforce. It is our policy to employ individuals on the basis of their suitability for the work to be performed and their potential for development, regardless of age, sex, race, colour, nationality, ethnic or national origin, disability, marital status, pregnancy or maternity, sexual orientation, gender reassignment, religion, or belief. This includes creating a culture that fully reflects our commitment to equal opportunities for all.