Project Coordinator-Market Research Operations

Project Coordinator II – Market Research Operations
2-yr contract to start
Mettawa, IL
Hybrid-Tues-Thurs Onsite, M&F remote
8 am-5 pm
$25-$30/hr- based on benefit elections
 
Orion Group is seeking a highly organized and detail-oriented Project Coordinator to support the Insight Farm team at our global pharmaceutical client.
This position will play an important role in coordinating market research projects, managing operational workflows, supporting vendors and internal stakeholders, and ensuring project documentation, approvals, and reconciliation activities are completed accurately and on time.
The ideal candidate is a proactive, resourceful professional with strong project coordination skills, excellent follow-through, and the ability to manage multiple priorities with minimal supervision. This is a non-IT project coordination role focused on business operations, process management, and stakeholder support.

Key Responsibilities

Project Coordination & Workflow Management

• Coordinate market research projects from initial intake through completion, tracking milestones, deliverables, approvals, purchase orders, and outstanding action items.
• Maintain project trackers and provide visibility into timelines, pending approvals, reconciliation activities, and project status.
• Monitor workflows, identify potential delays, follow up on outstanding requests, and escalate issues when necessary.
• Maintain accurate records across Insight Farm and related tracking tools, including SNAPP, Onboarding, Reconciliation, TPA, Greensheet, and Supplier Evaluation.

Vendor & Stakeholder Communication

• Manage a shared team mailbox by monitoring incoming requests, categorizing inquiries, assigning ownership, responding to questions, and ensuring timely follow-up.
• Serve as a coordination point for suppliers, Procurement, project owners, and internal business partners.
• Support inquiries related to market research, onboarding, purchase orders, supplier processes, and operational requirements.
• Troubleshoot routine issues and coordinate with appropriate subject matter experts to resolve more complex concerns.

Reporting, Reconciliation & Documentation

• Generate reports from Insight Farm and other internal systems to support management, Procurement, and business stakeholders.
• Review and reconcile project records, financial information, approvals, and supporting documentation to ensure accuracy and completeness.
• Maintain organized documentation to support audit readiness, stakeholder reviews, and operational follow-up.
• Identify discrepancies and coordinate corrective actions with the appropriate teams.

Training, Onboarding & Administrative Support

• Coordinate onboarding, training, and knowledge-transfer activities for internal users, researchers, vendors, and suppliers.
• Schedule meetings and training sessions, manage invitations and logistics, and communicate follow-up actions.
• Provide administrative and operational support to the manager and team, including meeting preparation, workload tracking, and special assignments.

Process Improvement

• Identify opportunities to streamline workflows, improve tracking, and strengthen operational efficiency.
• Support process improvements, reporting initiatives, documentation updates, and cross-functional projects.
• Handle confidential and sensitive business information with discretion and professionalism.

Qualifications

Required Skills & Experience

• Experience in project coordination, business operations, administrative support, vendor management, procurement support, or a related field.
• Strong proficiency in Microsoft Office, particularly Excel, Outlook, Word, and PowerPoint.
• Experience maintaining project trackers, coordinating approvals, managing documentation, and following up on outstanding deliverables.
• Excellent written and verbal communication skills, with the ability to work effectively with internal stakeholders and external suppliers.
• Strong organizational skills and the ability to manage multiple projects, competing priorities, and deadlines.
• High attention to detail, accuracy, and process compliance.
• Ability to troubleshoot issues, exercise sound judgment, and work independently with minimal supervision.
• Comfortable learning new systems, reporting platforms, workflow tools, and document repositories.

Preferred Qualifications

• Bachelor's degree or equivalent relevant experience.
• Experience supporting market research, healthcare, pharmaceutical, or other regulated business operations.
• Familiarity with purchase order tracking, supplier onboarding, reconciliation, or procurement processes.
• Experience managing shared mailboxes and coordinating cross-functional operational workflows.

What Makes Someone Successful in This Role?

We're looking for someone who enjoys keeping projects organized, following through on details, and making sure nothing falls through the cracks.
You'll be successful if you're comfortable managing a busy shared inbox, maintaining multiple trackers, communicating with suppliers and stakeholders, resolving routine issues, and keeping projects moving without needing constant direction.
This opportunity is particularly well suited for a project coordinator or operations professional who enjoys a mix of project tracking, vendor communication, reporting, and process improvement.


People are our business worldwide
 
Orion Group was founded in 1987 and is now one of the largest, independent, international recruitment companies. We have a network of 200 employees working from 24 offices, delivering a range of services – Talent Acquisition, Recruitment Outsourcing Services, Retained Search, Global Workforce Solutions, Completions & Commissioning and Materials Management – across 68 countries. As a global leader in workforce solutions, we recruit personnel across the Engineering & Technical, Office & Commercial, Scientific and Skilled Trades disciplines, for sectors including Oil & Gas, Life Science, Power & Utilities, Constructions & Infrastructure, Manufacturing and Renewables.