Reference Systems Coordinator


The Reference Systems Coordinator coordinates work by interacting with internal and external stakeholders collaborating on the referencing of project documents. The incumbent will assist with online submissions by preparing and packing files and interacting with the project team.

Responsibilities and Daily Tasks

  • Dispatches medical/legal/regulatory (MLR) submissions for online systems in the pharma industry
    • Provides required files to Online Submission Specialists and freelance referencing team
    • Verifies submissions have been completed
  • Prepares contracts for freelance referencing team and maintains contract and invoice status tracking sheet
  • Maintains textbook library for internal writing staff
  • Backs up Referencing Systems Manager to assign submissions when required
  • Autonomously completes reference linking assignments in client’s online submission systems
    • Creates reference annotations in online systems and links documents for review to the references
  • Provides reference tagging and photocopying support when required
  • Verifies accuracy of referencing and content as required
  • Provides reference corrections to Medical or Project Writers as required
  • Assists in carrying out various duties as requested by management


  • Bachelor of Science or related experience
  • Minimum of 1 year of experience in coordinating or scheduling office duties and projects
  • Proficient with Microsoft Office Suite
  • Outstanding English (both written and oral); working knowledge of French
  • Comfortable working in a fast-paced, deadline-driven environment with shifting priorities
  • Strong interpersonal skills; enjoys working in a team
  • Skilled at organization, communication, teamwork, multitasking, problem-solving, delegation, and negotiation
  • Results-, quality-, and detail-oriented; emotionally intelligent; diplomatic


  • Strong referencing skills
  • Knowledge of clinical terminology
  • Knowledge of AMA style


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