Senior Project Coordinator

Job title: Senior Project Coordinator

Job Type: Permanent, full time

Reporting to: Head of US Field Operations - US

Location: Remote, USA

Inizio Ignite is the global advisory partner for health and life sciences, encompassing connected expertise across Research Partnership, Putnam, Vynamic, and STEM. Guided by purpose, passion, and precision, we collaborate with clients to ignite impact, accelerate performance, and deliver lasting change for patients. By uniting strategy, insights, and innovation with a unique depth and breadth of expertise, we drive transformation and shape the future of health. Our STEM team uses benchmarking and evidence-based approaches to drive alignment resulting in accelerated performance. Serving clients across brand & commercial, Medical Affairs & sales, our expertise includes data, research & insights (proprietary benchmarking data), strategic brand alignment, and sales teams & MSL performance benchmarking. From early-stage development to loss of exclusivity, we simplify complexity, unlock value, and make collaboration seamless at every pivotal moment – supporting confident, insight-driven decisions that move innovation forward. 

Job purpose:

Support Project Leaders in the US for field visit scheduling activities by liaising with freelance field workers as per project timelines, geographical spread and field worker availability. Our team are trained to work  across multiple geographies, so flexibility will be required as per the business need.

Roles and responsibilities:

Project Set up

Build Project Scheduling database

• Allocate ‘Field Visits’ to ‘Field Workers’ ensuring target numbers are met for each project with an optimal geographical spread

Provide a Project Overview to the field worker team detailing the following

• Company, product, when they can contact reps, FVs start finish dates, briefing date, an indication of when they will receive the briefing document and workbook. Attached to this email will be the standardized STEM booking emails and note to

Communication with field workers

• Their own individual tracker for each project which will be monitored weekly
• Invitation to project briefing and debriefing

Achieve project scope

• Make sure the scope for field visits and interviews agreed with the client is achieved for each project

During the project

• Ensure target numbers are maintained by reallocation of reps when necessary
• Provide a weekly update to the project lead and analysis team detailing initial booking rates with booking completion and call rate figures
• Liaise with the Project Leader if issues jeopardising scheduling completion
• Ensure timely delivery of workbooks to the Analysis Team for client report create

Other responsibilities

• Update monthly fieldworker availability with a quarterly forecast for capacity mapping
• Recruit new field workers as necessary
• Collaborate with other PCs and cover projects in other countries

Education Requirements:

Must have a university Degree or equivalent

English fluency both written and verbal is required - Maths, English, Excel skills are also required.

Proven experience:

• 2+ years’ experience in market research field operations, project coordination or delivery
• Proven exposure to fieldwork-based research in market research across methodologies – e.g. Qualitative and quantitative research solutions.
• Successful track-record in managing large multi-market projects simultaneously whilst working in collaboration with large cross-functional teams.
• Strong Excel and data-tracking capability.
• Demonstrate the ability to prioritise a diverse workload whilst multi-tasking on several projects running simultaneously
• Manage, engage and motivate freelance field workers in their duties
• Support, influence and communicate efficiently with decision makers providing best solutions and options
• The ability to remain calm and quality conscious in a fast-changing environment when under pressure
• A proactive, problem solving nature with the skill of looking at the bigger picture
• Working independently, as well as part of a team, will need to be well organised, an excellent communicator and confident in the work place also when working from remote
• Problem solving and focused approach to completing activities in the project co-ordination scope
• Excellent analysis and attention to detail, optimising resources efficiently
• Open and supportive collaboration with colleagues
• Planning ahead and taking responsibilities proactively
• English proficiency in spoken and written form required to communicate global project coordination team colleagues

Core Competencies:

• Analytical Thinking: Strong analytical and quantitative skills with the ability to use data and metrics to back up assumptions, recommendations and drive actions
• Collaboration: Show the confidence in communicating and influencing at all levels with excellent interpersonal skills
• Forward Thinking: Ability to anticipate with creativity implications and consequences of situations and taking appropriate action to be prepared for possible contingencies
• Prioritisation: prioritise rapidly changing workloads in a short space of time.
• Initiative: Identify what needs doing, and completing it prior to being asked as situation requires it
• Results and Time Orientation: Ability to focus effort on the goals in order to meet them while ensuring deadlines are met
• Thoroughness: Ensuring one’s own and others’ information are complete and accurate
• Decisiveness: Ability to make decisions in a timely manner
• Flexibility: Ability to adapt and react quickly and calmly to situations as they arise
• Willingness towards change: easily and accurately implementing new processes as required

Competencies Dealing with People:

• Establish Focus: Ability to communicate goals and deadlines efficiently and proactively
• Attention to communication: Ability to ensure that information is passed on effectively and accurately
• Persuasive Communication: Ability to deliver professional oral or written communication
• Build collaborative relationships: The ability to develop, maintain and strengthen partnerships with fieldworkers and colleagues, fostering a strong element of teamwork
• Interpersonal awareness: Ability to notice, interpret, and anticipate others’ concerns and feelings, and
• communicate this awareness to their manager

Find us here: www.inizio.com/ourbusinesses/ignite