Survey Department Coordinator

at International Services Inc in Arlington Heights, Illinois, United States

Job Description

Perform advanced administrative, operational, and analytical functions in support of the Survey Services Department for all ISI Affiliates. The role requires independent judgment in handling client data, financial processes, reporting, and cross department coordination to ensure accuracy, compliance, and operational efficiency. Administrative and Technical Operations: Complete administrative tasks including calendar coordination, travel booking, invoice processing, and vendor onboarding within established service standards (e.g., booking confirmations within 24 hours; invoice submission within 48 hours; onboarding packet completion within 5 business days). Maintain client history, agreements, and service records in CSDocs, Legacy, OneCloud, and AccessSSC, ensuring accuracy and compliance with internal and contractual requirements. Prepare and distribute agendas, training materials, and procedural guides for survey weekends and monthly training sessions. Manage shipping logistics and returned checks via FedEx, maintaining complete shipment documentation. Confidentiality and Information Handling: Handle confidential information, including PII, financial records, and NDAs, in accordance with documented access controls, approved storage and encryption requirements, and authorized distribution protocols. Complete required confidentiality logs and acknowledgments. Report and remediate suspected data exposure within four hours of discovery, following established procedures. Financial Administration: Process financial transactions in Emburse and iCertify, including expense report submission, approval, and accurate GL and cost center coding. Reconcile corporate card statements within five business days of cycle close and maintain a complete audit trail for all transactions. Administer BMO business accounts for SBAs, including account setup, transaction tracking, balance management, and preparation of bonus advance memos. Data Management and Cross Department Coordination: Coordinate the transmission of project and client data between Sales and Analysts, ensuring complete documentation and timely follow-up. Track and verify “No Fee Collected” (NFC) cases and support Analysts in resolving discrepancies. Maintain Excel databases for SBA onboarding, HR data, and departmental performance tracking. Coordinate employment status changes, background checks, and onboarding updates with HR. Maintain the Consulting Goal Log and track job transfers between departments. Analytical and Reporting Functions: Retrieve, clean, and analyze operational and financial datasets to calculate unit costs, budget/forecast variances, and trend analyses. Prepare written findings and recommendations; implement approved changes and measure impact within 30 days. Produce at least four analysis reports per month, including data sources, methodology, visualizations, and quantified outcomes. Analyze and report daily and weekly cash collection and net goal performance for the Director of Surveys. Conduct pretravel data verification using IATA airport and airline codes and travel efficiency tools. Operational Continuity and Support: Serve as liaison between management, administration, and Survey Business Analysts (SBAs) to ensure accuracy, compliance, and efficiency across systems and programs. Exercise delegated authority to perform Survey Supervisor duties one day per week to ensure operational continuity. Facilitate or present at cross department meetings at least twice per month, providing agendas in advance and minutes within two business days. Serve as the after-hours emergency contact for SBAs and provide operational support as needed. Performance and Compliance Standards: Manage a concurrent workload of active tasks and projects using Planner, Excel, or equivalent tools, maintaining at least a 95% on time completion rate over a rolling six-month period. Escalate risks at least three business days prior to due dates and complete post.