Project Coordinator

About M3- A Japanese global leader in the provision of ground-breaking and innovative technological and research solutions to the healthcare industry. The M3 Group operates in the US, Asia, and Europe with over 5.8 million physician members globally via its physician websites which include mdlinx.com, m3.com, research.m3.com, Doctors.net.uk, medigate.net, and medlive.cn. M3 Inc. is a publicly traded company on the Tokyo Stock Exchange (jp:2413, NIKKEI 225) with subsidiaries in major markets including the US, UK, Japan, South Korea, and China, and in 2020 was ranked in Forbes’ Global 2000 list. The M3 Group provides services to healthcare and the life science industry. In addition to market research, these services include medical education, ethical drug promotion, clinical development, job recruitment, and clinic appointment services. M3 has offices in Japan, UK, France, Germany, Brazil, Sweden, China, USA, and South Korea, as well as India.

The Project Coordinator supports the day-to-day running of Real-World research projects, helping to ensure participant records are accurate, incentives are processed correctly, and panellist queries are handled efficiently. The role involves coordinating several project administration tasks, updating project trackers, identifying, and escalating issues, and supporting the wider project team to ensure projects run smoothly.

Key Responsibilities:

• Execute end to end project related tasks which include (but not exclusively) link setup, link testing, set up and delivery of study invitations via custom tools, manage exclusion lists, and incentive reconciliation.
• Manage and control of sampling for the allocated projects from the setup for internal invites to custom recruitment.
• Excellent understanding of project recruitment methodology for studies; coordinate with project assistants to best utilize available options for maximum results.
• Build a sampling plan for the projects allocated.
• Liaise with other teams to maximize internal sample resources via phone recruitment, custom emails and other custom recruitment solutions.
• Review projects on a daily basis and inform project managers when internal sampling strategies have been exhausted.
• Provide daily recruitment updates to the project management team.
• Ensure projects are completed in line with timelines stipulated by the client.
• Come up with alternative sampling strategies when internal panel sample is not sufficient to reach total sample sizes of projects.
• Track, monitor and report on sampling performance at a project level.
• Have an excellent understanding of the M3 sampling, emailing and reporting tools to ensure they are used to the best of their capabilities in supporting project deliverability.
• Address Project Managers and other stakeholders’ requests in timely manner
• Attend meetings with PMs regarding assigned projects to ensure project specifications, client needs, timelines, and responsibilities are understood.
• Takes notes and fill checklists during key meetings and share them with the attendees afterwards
• Host internal or setup external market research pretest/pilot interviews for clients, and ensure interviews are conducted on time and as planned. This will require direct client and respondent interactions.
• Track, monitor and report on custom recruitment performance.
• Support PMs ensuring that projects are closed and ready for invoicing in a timely manner
• Setup Dynamic Audiences for projects based on the clients’ specifications.
• Essential Duties and Responsibilities:
• The Fieldwork Coordinator responsibilities listed below are inclusive but not limited to
• Execute end to end project related tasks which include (but not exclusively) link setup, link testing, set up and delivery of study invitations via custom tools, manage exclusion lists, and incentive reconciliation.
• Manage and control of sampling for the allocated projects from the setup for internal invites to custom recruitment.
• Excellent understanding of project recruitment methodology for studies; coordinate with project assistants to best utilize available options for maximum results.
• Build a sampling plan for the projects allocated.
• Liaise with other teams to maximize internal sample resources via phone recruitment, custom emails and other custom recruitment solutions.
• · Review projects on a daily basis and inform project managers when internal sampling strategies have been exhausted.
• Provide daily recruitment updates to the project management team.
• Ensure projects are completed in line with timelines stipulated by the client.
• Come up with alternative sampling strategies when internal panel sample is not sufficient to reach total sample sizes of projects.
• Track, monitor and report on sampling performance at a project level.
• Have an excellent understanding of the M3 sampling, emailing and reporting tools to ensure they are used to the best of their capabilities in supporting project deliverability.
• Address Project Managers and other stakeholders’ requests in timely manner
• Attend meetings with PMs regarding assigned projects to ensure project specifications, client needs, timelines, and responsibilities are understood.
• Takes notes and fill checklists during key meetings and share them with the attendees afterwards
• Host internal or setup external market research pretest/pilot interviews for clients, and ensure interviews are conducted on time and as planned. This will require direct client and respondent interactions.
• Track, monitor and report on custom recruitment performance.
• ·Support PMs ensuring that projects are closed and ready for invoicing in a timely manner
• Setup Dynamic Audiences for projects based on the clients’ specifications.

Logistics & Shipment Monitoring

• Monitor the delivery status of participant packs and PSCs.
• Check tracking numbers and review estimated delivery dates.
• Identify any delivery issues and flag them to the relevant team members for follow-up.
• Maintain accurate shipment records and update project trackers as required.

Discrepancy Investigation & Resolution Support

• Support the investigation of discrepancies between Pre-Recruitment Form (PRF) data and Patient Self Completion (PSC) records.
• Gather and organise information needed by the Custom Recruitment (CR) team to investigate and resolve issues.
• Record findings and keep clear documentation of discrepancies and actions taken.

Panellist Queries Support

• Support with panellist enquiries received.
• Provide clear, professional, and timely responses to project-related questions.
• Escalate more complex issues where necessary and ensure appropriate follow-up is completed.

Incentive Administration

• Calculate and process participant incentives in line with project requirements.
• Maintain accurate records of incentive payments.
• Review participant completion data to confirm incentive eligibility where applicable.

General

• Support the wider team with general administrative and project-related tasks as required.

Minimum Requirements

• Bachelor’s degree or equivalent preferred
• 1–3 years of experience in a project coordination, project support, administrative, or similar role.
• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Experience using survey platforms such as Confirmit would be a plus.
• Previous experience in a project coordination, project support, or administrative role would be an advantage.

Knowledge, Skills, and Abilities

• Strong attention to detail with the ability to maintain accuracy when working with data and project records.
• Strong problem-solving skills.
• Excellent written communication skills, particularly when dealing with participant enquiries.
• Excellent organisational and time management skills, with the ability to manage multiple priorities effectively.

Must be willing to work in UK shift hours

All your information will be kept confidential according to EEO guidelines.

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