Project Coordinator

Position Title: Project Coordinator

Work Location: 60064, North Chicago, IL-Remote

Assignment Duration: 2 years

Work Arrangement: 100% Remote (Central Time Zone) with quarterly onsite meetings

Position Summary:

Project Coordinator II provides operational and project coordination support for Insight Farm and related business teams. This role coordinates market research and operational workflows, supports suppliers and stakeholders, manages trackers and documentation, assists with reporting and reconciliation, and helps ensure work is completed accurately, timely, and in alignment with process requirements.

Key Responsibilities:

Project Coordination and Tracking

• Coordinate market research projects from intake through completion, including milestones, deliverables, approvals, purchase order progress, and follow-up actions.
• Maintain visibility to project status, timelines, pending approvals, reconciliation needs, and issue resolution activities.
• Maintain Insight Farm inbox and project trackers, including SNAPP, Onboarding, Reconciliation, TPA, Greensheet, and Supplier Evaluation, to support workflow visibility.
• Identify bottlenecks, follow up on outstanding items, and escalate issues to appropriate subject matter experts or business owners when needed.

• Manage shared mailbox activity, including monitoring, categorizing, delegating, responding to inquiries, and maintaining timely follow-up and clear request ownership.
• Support inquiries related to PMR, Other Services, Insight Farm, onboarding, purchase orders, and related operational processes.
• Partners with suppliers, Procurement, project owners, and internal stakeholders to obtain information, resolve questions, troubleshoot issues, and escalate complex matters.
• Reporting, Reconciliation, and Documentation
• Pull reports from Insight Farm and other applicable systems to support management, Procurement, and stakeholder requests.
• Review and reconcile data, documentation, and project records for accuracy, completeness, financial alignment, approvals, audit needs, stakeholder review, and operational follow-up.

• Coordinate training, onboarding, and knowledge-transfer activities for internal users, team members, researchers, vendors, and suppliers.
• Schedule sessions, prepare logistics, coordinate invitations, and provide follow-up support to promote consistency and timely completion.
• Support the manager and team with administrative tasks, meeting preparation, follow-ups, workload tracking, troubleshooting, and special projects.

• Support special projects, ad hoc assignments, process improvements, reporting, documentation, analysis, and cross-functional follow-up.
• Maintain strong working relationships with internal business partners, vendors, Procurement, and project owners to support operational effectiveness.
• Exercise sound judgment, discretion, and professionalism when handling confidential or sensitive business information.

• College degree preferred; equivalent experience in project coordination, operations support, vendor coordination, procurement support, documentation, or stakeholder communication may be considered.
• Strong Microsoft Office skills, including Outlook, Excel, Word, and PowerPoint, with the ability to quickly learn internal systems, workflow tools, reporting platforms, and document repositories.
• Excellent verbal and written communication skills, with the ability to prioritize work, meet deadlines, follow through, and interact professionally with cross-functional stakeholders.
• High attention to detail, accuracy, process compliance, and problem-solving through issue resolution.

• Project coordination and follow-through
• Process discipline, compliance awareness, and accuracy
• Vendor and stakeholder communication
• Organization, time management, and prioritization
• Problem solving and issue escalation
• Training coordination and knowledge sharing
• Self-starter who works well under pressure and requires minimal guidance.