Field Team Coordinator

Insights in Marketing•Northbrook, IL

13d

About The Position

Main Function Supporting Field Team with all project logistics to ensure projects are recruited accurately and delivered on time, facility arrangements are made, project data is accurate and up to date. Coordinating and hosting research conducted online. Functional Areas of Responsibility Responsibilities and tasks listed are not intended to be all inclusive nor do they limit duties that might reasonably be assigned in the future. Recruiting Management & Project Coordination Assist Field Managers with project recruiting by reviewing and validating respondent profile spreadsheets Proactively communicate with facilities regarding the recruiting progress to ensure issues are identified and timely action is taken Provide written and verbal recruiting updates to Client, Field Managers, Consultants Build and maintain strong working relationships with vendors and Clients. Execute and deliver project documents and information as needed, including Logistics Memos, Bids, Billing Information, etc. Liaison with Field Managers during the set-up phase of projects to ensure facility meets the requirements. Coordinate with facilities to ensure access to proper facilities and all necessary equipment and technology is available for each study (i.e. video equipment, video streaming, meals, product sorts, taste tests). Manage and update the Project Tracking Tool and the Field Department as changes occur and distribute copies to all team members weekly. Manage and document Consultant and Firm facility preferences by market and maintain relationships with facilities in each market. Conduct research on facilities, their capabilities, etc. as needed. Execute, deliver and set up documents and specific needs to facilities for each project as needed. Online Research For online projects, use online platform tools to ensure successful project execution; e.g. booking projects/project set up, participant technology checks, troubleshoot participant technology, moderator and/or client platform issues etc. Host research conducted online, including troubleshooting participant, moderator, client technical issues as work is being conducted Additional Assisting with billing reconciliation at close of project.. Look for and recommend ways to increase efficiency and accuracy in the coordinating process. Any and All Tasks and Responsibilities Assigned by Management

Requirements

2 years college or equivalent work experience
Proficient with Microsoft Office Suite
Excellent proofing skills including grammar, spelling, punctuation and sentence structure
Basic math skills
Familiarity with video communication platforms
Critical Thinking – Uses logic and reasoning to evaluate the strengths and weaknesses of various approaches to completing projects and alternative solutions to solving problems. Raises vital questions and problems, gathers and assesses relevant information, but thinks independently and comes to well-reasoned conclusions.
Communication – Communicates clearly and persuasively in writing and verbally in positive or negative situations.
Relationship Building and Maintenance – Builds and maintains strong relationships with clients, vendors, co-workers and all levels of management by communicating and behaving in a positive and professional manner.
Quality management – Looks for ways to improve and promote quality and demonstrates accuracy and thoroughness.
Planning/organizing – Prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
Problem solving – Identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
Multi-tasking – Handles a number of projects at one-time.
Time Management – ability to prioritize time and tasks to maximize effectiveness and meet deadlines
Attention to Detail: ability to be thorough when accomplishing a task, able to demonstrate concern for all people or areas involved

Responsibilities

Supporting Field Team with all project logistics
Ensure projects are recruited accurately and delivered on time
Ensure facility arrangements are made
Ensure project data is accurate and up to date
Coordinating and hosting research conducted online
Assist Field Managers with project recruiting by reviewing and validating respondent profile spreadsheets
Proactively communicate with facilities regarding the recruiting progress to ensure issues are identified and timely action is taken
Provide written and verbal recruiting updates to Client, Field Managers, Consultants
Build and maintain strong working relationships with vendors and Clients.
Execute and deliver project documents and information as needed, including Logistics Memos, Bids, Billing Information, etc.
Liaison with Field Managers during the set-up phase of projects to ensure facility meets the requirements.
Coordinate with facilities to ensure access to proper facilities and all necessary equipment and technology is available for each study (i.e. video equipment, video streaming, meals, product sorts, taste tests).
Manage and update the Project Tracking Tool and the Field Department as changes occur and distribute copies to all team members weekly.
Manage and document Consultant and Firm facility preferences by market and maintain relationships with facilities in each market.
Conduct research on facilities, their capabilities, etc. as needed.
Execute, deliver and set up documents and specific needs to facilities for each project as needed.
For online projects, use online platform tools to ensure successful project execution; e.g. booking projects/project set up, participant technology checks, troubleshoot participant technology, moderator and/or client platform issues etc.
Host research conducted online, including troubleshooting participant, moderator, client technical issues as work is being conducted
Assisting with billing reconciliation at close of project.
Look for and recommend ways to increase efficiency and accuracy in the coordinating process.
Any and All Tasks and Responsibilities Assigned by Management