Project Coordinator

Job description

Sphera is a leading global provider of enterprise software and services that enables companies to manage and optimize their environmental, health, safety and sustainability. Our mission is to create a safer, more sustainable and productive world.

Sphera is a portfolio company of Blackstone, a U.S.-based alternative asset investment company that focuses on private equity, technology and innovation, and more. Blackstone businesses succeed through strong partnerships, a personalized approach and a commitment to exceptional performance with uncompromising integrity. Sphera and Blackstone are leaders in the Environmental, Social and Governance (ESG) space.

We are guided by our core values of Customer Centricity, Accountability, Bias to Action, Innovation, and Collaboration. These values help us recruit the right talent to join our rapidly expanding team of around the globe. It is important to us that each and every Spherion is not only eager to challenge themselves and knows how to get work done but is an awesome addition to our company culture.

Summary : As a member of Sphera’s Managed Regulatory Services team, you will be r esponsible for client and internal organizational support. You will also p erform pre-sales contract support and project setup activities .

Roles and Responsibilities:

Process Support : S tudy contractual agreements to unde rstand the scope of a project and s upport Project Managers with budget and resource management . Process project resources bookings. T rack and maintain action items and issues logs .

Proactively coordinate projects as central point of contact for the project team. Coordinate workflow of the department and ensure projects are submitt ed within set deadline. Ensure consistent and accurate administration of eng agement projects including: M aintaining internals databases and tracking progress of all new and current projects , and maintaining complete and accurate customer information.

Contribute to internal operations meetings, update meeting minutes and track action items developed at meetings.

Process and monitor requests that are subcontracted to vendors such as translations.

Customer Support : Perform project follow-ups with internal and external clients. Act on inquiries. Provide order confirmations and acknowledgements to customers . Process c ustomer approvals and d eliver final project documents . Use Chemical Management portal for processing requests and final delivery for customers with membership. Prepare customer meetings and coordinate team schedules including conference calls.

Internal support: Assist Sphera’s Customer Care team with client listings for surveys and with client feedback. Approve new Sales Orders . Assist in providing training to team members for internal administration tasks.

Sales Support : Assist Internal Sales in preparing quotes for clients. Obtain quotes from Project Managers for clients with current contracts requesting non-standard services. Provide guidelines for Sales Order processin g.

Quality Assurance : Participate in quality control activities prior to the delivery of safety documents. Update client procedures when required and ensure that project sheets are accurately completed by all team members. Work with authoring teams and clients on processing improvements when required .

Project budget and project reporting: S et up new projects in our business application according to contract s and internal criteria. Ensure accuracy of the billing rules and revenue recognition rules . Provide invoice information and d eal with customer and internal inquiries relating to invoicing.

And any other task judged necessary by the Managed Regulatory Services m anagement or Sphera’s Finance department .

Note : Working the evening /night shift to cover 17:30 pm to 2:30 am IST is a requirement (must cover from 8:00 am to 17:00 pm EDT )

Fluent in English and French is also a requirement.

Required Education:

Experience and/or Education required in both of the following areas:   - D egree in Science or equivalent experience.   - D egree in Administration , Accounting, Business or equivalent .

Required Experience :

- Experience in p roject c oordination or project management activities   - E xperiences in accounting or administration support level role including use of software programs for business support.

Example: Follow up on payments allocations and collections. Investigate and resolve customer invoice queries. Collect invoice data to prepare monthly metrics

Required Experience considered an asset:     - Experience in Sciences, Chemistry, Health, Safety, Environment and/or Toxicology.   - Experience in product stewardship or regulatory affairs

Special requirements   - Working the evening/night shift to cover 17:30 pm to 2:30 am IST (must cover from 8:00 am to 17:00 pm EDT)   - Fluent in English and French for both, written and oral communications

Skills:     - Self-starting , reliable and motivated .   - E xpect comp l eting deadlines for more multiple contract s to be common .   - Able to man a ge own time, meet deadlines by prioritiz ing tasks .   - G ood tolerance to stress and sense of urgency.   - Ability to make informed, timely , and effective decisions .   - A ttentive to detail .   - Excellent problem analysis and problem-solving capabilities .   - Excellent team worker both internally and externally .   - Excellent verbal communication skills.   - Excellent written skills to report issues and resolutions internally and with customers .

·     Good r egulatory knowledge and trouble shooting skills .   - Strong work ethic and professionalism. Takes pride in work.   - Strives to deliver superior services and customer experience.   - Committed to occasionally working extra hours to meet critical deliverable dates .   - Fluent in English and French – Written and oral communications   - Fluency in other languages is an asset.   - Comfortable with web-based applications and multi-screen data systems.   - Proficient in Microsoft Office Suites: Excel, Word, Access.   - Experience with the use of ‘’Intelligent Authoring’’ or SAP EH&S software systems for producing SDSs is highly desirable .

Sphera is proud to be an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all colleagues.

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.