Project Coordinator, GoClinical

For the past 25 years, ProPharma has improved the health and wellness of patients by providing advice and expertise that empowers biotech, med device, and pharmaceutical organizations of all sizes to confidently advance scientific breakthroughs and introduce new therapies. ProPharma partners with its clients through an advise-build-operate model across the complete product lifecycle. With deep domain expertise in regulatory sciences, clinical research solutions, quality & compliance, pharmacovigilance, medical information, and R&D technology, ProPharma offers an end-to-end suite of fully customizable consulting solutions that de-risk and accelerate our partners’ most high-profile drug and device programs.

Location: Zagreb, Croatia (Hybrid)
Department: Clinical Operations
Reports To: GoClinical Project Manager (GCPM)

Position Summary

The GoClinical Project Coordinator plays a critical role in supporting the successful delivery of decentralized and hybrid clinical trials. The role is responsible for coordinating study activities, maintaining study data within CTMS and GoClinical systems, supporting site and sponsor communications, coordinating research visits, and ensuring accurate tracking, documentation, and operational oversight throughout the study lifecycle.

The successful candidate will serve as a key point of contact for study stakeholders and provide operational support to GoClinical Project Managers, helping to ensure studies are delivered efficiently, compliantly, and to the highest quality standards.

Key Responsibilities

Study Coordination & Administration

• Create, maintain, and update study information within CTMS and GoClinical, including sponsor, study, site, contact, subject, visit, issue tracking, and study-related data.
• Support study start-up, maintenance, and closeout activities across assigned projects.
• Complete site setup activities, including DCV introductions, onboarding, and training.
• Assist with study closeout activities, including reconciliation of returned equipment and final system reconciliations.
• Maintain accurate study documentation and ensure records are current and audit-ready.

Research Visit Coordination

• Coordinate and manage research visit scheduling across study participants, sites, healthcare professionals, and project teams.
• Act as a central point of contact for visit planning and logistics.
• Ensure timely coordination of decentralized and hybrid study visits through effective communication with all stakeholders.
• Monitor visit completion and proactively resolve scheduling conflicts or operational challenges.
• Support visit-related documentation, tracking, and reporting requirements.

Stakeholder Communication

• Serve as the primary point of contact for day-to-day site communications, document submissions, and activity coordination.
• Establish and maintain strong working relationships with Sponsors, CROs, clinical sites, central laboratories, and internal teams.
• Coordinate and facilitate communication between stakeholders to ensure timely delivery of study activities.
• Attend and document key meetings, including Kick-Off Meetings (KOMs), internal handovers, vendor calls, and sponsor teleconferences.

Operational & Logistics Support

• Coordinate decentralized visit activities, including scheduling, courier bookings, sample collection, shipment, and delivery logistics.
• Manage inventory oversight and tracking of study-related equipment and materials.
• Support shipping logistics and maintain accurate records within CTMS and GoClinical.
• Track and report study metrics and operational performance indicators as directed by the GCPM.

Documentation & Quality Management

• Receive, review, track, manage, and distribute source documentation from decentralized visits.
• Support the creation, review, and maintenance of study documentation and training materials.
• Participate in CTMS and GoClinical audits and quality reviews as directed by the GCPM.
• Ensure compliance with applicable SOPs, ICH-GCP guidelines, study protocols, and regulatory requirements.

Additional Responsibilities

• Support continuous improvement initiatives across clinical operations.
• Perform other duties as assigned to support business and project needs.

Required Skills & Competencies

• Working knowledge of ICH-GCP and applicable clinical research regulations and guidelines.
• Understanding of clinical trial processes and decentralized clinical trial operations.
• Professional, confident, and articulate communication style.
• Advanced computer literacy, including Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat.
• Experience working with CTMS, study management systems, or clinical databases
• Bachelor's degree in Life Sciences, Healthcare, Business Administration, or a related field; or
• Equivalent combination of education, training, and experience, including a minimum of three years' relevant experience demonstrating the knowledge and skills required to perform the role successfully.

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All applications to roles at ProPharma are personally reviewed by a member of our recruitment team. We do not rely on AI screening tools to support our hiring process. You will always receive an outcome to your application so that you have an answer from us - whether you're successful or not.

Whilst ProPharma supports remote working, we also recognise the value that comes from in person collaboration. As such, we encourage any new hires that are based within a reasonably short commute of one of our offices to work on a hybrid basis and spend some time working from that office location, as agreed with your manager. All applications will be treated on their own merit and candidates will not be at any advantage or disadvantage based on their proximity to an office.

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