Trainee Project Coordinator (T/Field Controller) - Manhattan/NY

Do you take pride in making a difference? Do you want to be part of a global, market research team delivering scientifically-grounded, powerful insights to our pharmaceutical and healthcare clients? Do you want your progression, growth and reward to be a priority?

How about joining a dynamic, award-winning and passionate team of experts.

At HRW, we are market research practitioners in the healthcare, pharmaceutical and device and diagnostics space and we have a wealth of experience in a wide range of therapy areas, from asthma to zoster and everything in between. We are a recognised thought leader in this industry and love to present, publish and discuss the latest innovative developments to access reality.

Founded in 1989, we now have 4 client service hubs in Wallingford, London, Basel and New York. Whichever office you choose, you will find a friendly, chatty and welcoming bunch of people – all on a mission to make sure that working life is time both well spent and enjoyed. We encourage inter-location working, visitations and secondments to further strengthen our team and to keep learning from each other.

As a Trainee Project Coordinator, following rigorous training and onboarding program, you will be responsible for liaising with external suppliers (including field agencies, recruiters, moderators, translators etc) throughout the course of a project. Working in conjunction with members of the HRW project team to ensure seamless running of all projects, you will play an integral part of the core team for delivering against client requirements and project deadlines. Extending your responsibility to provision of quotation requests, sourcing and maintaining strong supplier relationships, the role holder will play a crucially important part in ensuring the smooth execution of projects in a highly organised and efficient way. You will be financially astute, ensuring project delivery to time and budget.

Project Management (40%)

• Develop and maintain relationships with fieldwork agencies
• Monitor performance of fieldwork agencies and negotiate costs as necessary
• Assist project teams with all aspects of project management
• Advise and recommend agencies to the project team
• After consultation with the project team, commission agencies and deal with all initial paperwork e.g. PO numbers, invoices and confidentiality agreements
• Organise and attend agency briefings and set up relevant documents to ensure commissioned agencies have all necessary instructions to deliver on projects
• Arrange all fieldwork paperwork on projects (e.g. quota sheets, field packs, respondent detail lists, interview schedules, print-outs and packs for focus group moderators, client confidentiality forms etc.)
• Maintain clear, easy and accessible project paperwork folder
• Book in respondent incentives with the group finance department, checking & sorting for the project team
• Liaise with translation and transcription agencies and ensuring prompt delivery back to HRW of project-related documents, based on the agreed timelines
• Scan in fieldwork materials (e.g. worksheets and completed handouts from qualitative research), labelling and saving over to the project file
• Monitor actual costs from suppliers vs. those budgeted for and alerting members of the team in the event of any discrepancies on this
• Maintain clear and error free communication with team members and suppliers on all aspects of project management

General Admin Tasks (15%)

Supplier/Freelancer coordination (5%)

Invoice & Financial Field Management (10%)

RFQ - Quotation requests (30%)

Requirements

HRW are looking for an exceptional individual who is passionate and always striving to improve, someone to be a real asset to an already fantastic team. You will be fully supported as your experience grows and promotions will be merit-based. On joining, you will have a structured induction programme and training plan which you will review with your line manager on a regular basis.

We are looking for people who are passionate about their interests and their strengths, care about the work they do and the people they work with and who want to play an active part in HRW’s progression. If you are also:

Inquistive, curious and analytical

Thoughtful and flexible

Highly organised

Excellent at collaboration and team working

A great communicator

Highly attentive to detail

then you’ve come to the right place and we would love to hear from you.

Behavioural and attitudinal competencies

• Attention to detail – maintain attention to detail in all aspects of working life including error free costings and project execution
• Attitude – maintain can-do approach and attitude
• Taking initiative – take keen interest in all aspects of department and company life, help drive initiatives and points of interest (after discussions with senior team members)
• Behavioural – proactive, enthusiastic, positive and supportive
• Company values – demonstrate knowledge and involvement in company values
• Appearance – always maintain professional appearance in the office
• Organisation - have a clear and methodical approach to day to day organisation and prioritisation of tasks
• Communication - ensure communication both verbally and written is clear and professional across the business both internally and externally
• Team focus – work as part of project and department team, always be a team player

Benefits

Teams who play together, stay together and in addition to our regular company days, and our many diverse social activities, we also recognise the importance of wellbeing and the little things such as :

Competitive Compensation package including but not limited to:

401k retirement plan

Health & Welfare program

Flexible working hours and home working permitted (subject to business requirements)

Competitive holiday/vacation allowance

Mentoring scheme

Volunteer days

to name but a few of our benefits.