Project Coordinator

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 ofSphera’s Managed Regulatory Services team, you willbe responsible for client and internal organizational support.You will also performpre-salescontract support and project setup activities. 

Roles andResponsibilities:  

Process Support:Study contractual agreements to understand the scope of a project and support Project Managers with budget and resource management.Process project resources bookings. Track andmaintain action items andissues logs. 

Proactively coordinate projects ascentral point of contact for the project team. Coordinate workflow of the department and ensure projects aresubmitted withinset deadline. Ensure consistent andaccurate administration of engagement projectsincluding: Maintaininginternalsdatabases andtracking progress of all new and currentprojects, andmaintaining complete andaccurate customer information.  

Contribute to internal operations meetings, update meetingminutes 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 customer approvals anddeliver final project documents.UseChemical Management portal for processing requests and final delivery for customers with membership.Prepare customer meetings and coordinate team schedulesincluding conference calls. 

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

Sales Support: AssistInternal Salesin preparing quotesfor clients.Obtain quotes from Project Managersfor clients with current contracts requesting non-standard services. Provide guidelines for Sales Order processing. 

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

Project budget and project reporting:Set up new projects inour business application according to contractsand internalcriteria.Ensureaccuracy of the billing rules andrevenue recognitionrules.Provide invoice information and deal with customer and internal inquiries relating to invoicing. 

Andany other task judged necessary bythe Managed Regulatory Servicesmanagement or Sphera’s Finance department. 

Note:Working the evening/night shiftto cover17:30 pmto 2:30 amISTis a requirement(must cover from 8:00 am to 17:00 pmEDT) 

Fluent in English and French is also a requirement. 

Required Education:  

Experience and/or Educationrequired in both of the following areas: 

• Degree in Science or equivalent experience. 

• DegreeinAdministration, Accounting,Businessor equivalent.  

RequiredExperience:  

• Experience in projectcoordination or project management activities 

• Experiences inaccounting or administration support levelrole 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 Frenchfor both,written and oral communications  

Skills:  

• Self-starting,reliable andmotivated. 

• Expect completing deadlines formoremultiple contracts to be common. 

• Able to manageown time, meet deadlines by prioritizing tasks. 

• Good tolerance to stress andsense of urgency. 

• Ability to make informed,timely, and effective decisions. 

• Attentive to detail. 

• Excellent problem analysis and problem-solving capabilities. 

• Excellent team worker both internally and externally. 

• Excellent verbal communicationskills. 

• Excellent written skills to report issues and resolutionsinternally andwithcustomers. 

·    Good regulatoryknowledge and troubleshooting skills. 

• Strong workethic 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. 

• FluentinEnglish 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.