Operations & Grants Coordinator

Job Title

Operations & Grants Coordinator

Prokaryotics, Inc.

1075 Morris Avenue

STEM Building, Suite 5-19

Union, NJ

Prokaryotics, Inc. is seeking a highly organized and detail-oriented Operations & Grants Coordinator to support administrative, financial, and compliance functions across the organization. This role is critical in ensuring timely reporting, effective grant and collaboration management, and smooth day-to-day operations while maintaining compliance with regulatory and funding requirements. This is an on-site role available for immediate hire.

Role Overview

The Operations & Grants Coordinator will serve as a central hub across grants and collaboration administration, compliance, financial coordination, and executive support. This individual will work closely with leadership, external partners, and vendors to manage key processes, track deadlines, and ensure organizational efficiency.

Key Responsibilities

• Grants Administration & Compliance:
• Manage the full lifecycle of grant activities, including coordinating submissions, tracking applications as well as awarded grant annual reporting deadlines, and supporting NIH compliance requirements such as subrecipient monitoring and FCOI reporting.
• Reporting & Regulatory Filings:
• Oversee preparation and submission of corporate and grant-related reports, including state filings (NJ and DE), annual misconduct reports, and reporting obligations tied to grants, contracts, and collaborations.
• Financial Coordination & Expense Management:
• Coordinate invoicing, bill processing, and expense reporting, including vendor submissions, credit card reconciliation, and collaboration with external financial partners to ensure timely and accurate monthly reporting.
• Contracts & Documentation Management:
• Maintain and track all agreements and organizational documentation for collaboration contracts, ensuring proper execution, compliance, and renewal tracking.
• Operational Systems & Project Tracking:
• Maintain internal systems such as SharePoint and project tracking tools to ensure organization, visibility, and alignment across initiatives.
• Benefits & Administrative Operations:
• Support administration of employee benefits, annual renewals, and internal processes.
• Executive & Administrative Support:
• Provide direct administrative support to the Chief Operating Officer, including calendar management, meeting coordination, and facilitating collaboration with external partners and institutions. Provide administrative support to employees, including CEO and Board members, when needed.

Requirements

• Bachelor’s degree in business administration, life sciences, or a related field preferred
• 3–5+ years of experience in operations, grants administration, or a similar role
• Familiarity with NIH grants and compliance requirements strongly preferred
• Strong organizational and project management skills with attention to detail
• Experience with financial systems
• Proficiency in Microsoft Office
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Excellent communication and coordination skills
• Experience working with contracts and research-related agreements is a plus
• References from 1-2 previous employers required

Pay Range

$80,000 – $100,000 annually, commensurate with experience

About Prokaryotics

Prokaryotics, Inc. is a biopharmaceutical company founded on Merck & Co., Inc. out-licensed antibiotic development assets and internally discovered programs with the promise to treat life-threatening microbial infections caused by multidrug resistant bacteria and fungi. Prokaryotics combines its deep expertise in microbial physiology and medicinal chemistry with collaborative spirit and scientific passion to develop mechanistically novel antibiotics specifically targeting microbial cell wall and cell envelope biogenesis – the fundamental barriers erected by these pathogens to naturally withstand the effects of antibiotic treatment and the human immune system. Prokaryotics believes that such next generation antibiotics are undeniably essential to combat the global threat of antimicrobial resistance. Please visit

Contact Information

Holly Sutterlin, PhD

Chief Operating Officer, Prokaryotics, Inc.

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