Project Business Coordinator - II

Business Operations Coordinator, Customer and Marketplace Insights (CMI)

Location: New York, NY (Remote - occasional visits to NY office will be needed from time to time) Duration: 3 months (possible extension)

Position Insights: Looking for a business operations analyst

Team: Provides efficiency, collaboration, and support

Position: Detail oriented, communication (clear, concise), involved in gathering info from a lot of different places, bringing together processes ensuring everything is super-efficient Second set of hands for them Help manage day2day task Tools: Slack, Google Suite Must have skills: PM skills (she means time management)- prioritize day2day task Communication skills- they work across vendors, partnerships internally and supplying that support Problem solving- especially with the invoicing aspect of the role Someone who is able to easily pivot from one thing to the next without getting overwhelmed. Need to be a self-starter This is more operational type work not data or research heavy Do NOT want: Not looking for heavy analytical side of things or the data science part Not creative communications field Not researcher It is very heavy operation, very operations process type role Nice to have but not mandatory: Airtable- would be nice to have them have some sort of coding experience. HTML for query language

Overview:

As part of the Customer and Marketplace Insights (CMI) team, candidate will support all aspects of the team’s day-to-day operations. Reporting to the Senior Manager of Insights Enablement, candidate will actively manage multiple time-sensitive, visible, and complex projects simultaneously, proactively assessing and solving issues that improve the team’s overall efficiency and productivity. Candidate will be responsible for tracking the CMI budget within the team, driving timely process compliance, and partnering with Finance and Senior Leadership to resolve budget issues. Candidate will work within the CMI team to implement team-wide events to ensure that client’s culture is inspirational and diverse, and that we have opportunities to connect and build relationships in a hybrid environment. This role combines creativity and efficiency, team culture and financial management, communications and processes for a truly well-rounded scope in support of the team.

Candidate Will Be Doing:

• Budget Upkeep, Tracking, and Reporting
• Under the guidance of the Director, Insights Enablement & Innovation and the SM, Insights Enablement, you will partner with CMI’s Operations Analyst, the wider CMI team, and key partners (Finance, Sourcing, etc.) to maintain accurate data pertaining and adjacent to CMI’s research budget.
• Candidate will ensure all CMI team members have completed all necessary paperwork, are up-to-date in tracking project status (planned, in progress, completed), and have provided accurate associated spend estimates.
• Candidate will ensure proper and accurate maintenance of information databases and enterprise Financial systems (POs, invoices, etc.) such as our project tracking database, personnel data, contract submissions, purchase order creation, invoice entry, etc.
• Candidate will support CMI’s Operations Analyst and provide timely and concise reporting on both a regular cadence and on an ad hoc basis.
• Candidate will combine/reconcile CMI’s budget information with other key sources from Finance, Sourcing, and more. You will respond to requests for customized views, reports, and visualizations/dashboards for CMI’s budget, personnel, and adjacent data.

Support of Vendor Management and Enablement:

• Candidate will support CMI’s Operations Analyst and Enablement team in ongoing contract and vendor management including submission of key paperwork (contracts, POs, invoices, etc.) and shepherding vendors through legal and security processes (for NDAs, master service agreements, letters of agreement, etc.).
• Candidate will work with vendors to track, report, and forecast on usage, SOWs, invoices, and credit-based agreements.
• Conduct cursory investigations into vendors/platforms as needed and assist in maintaining internal vendor database.
• Track and administrate accounts, subscriptions, and licenses for the wide array of partner platforms within CMI’s toolkit.

Manage Team Day-to-Day Operations, Communications, and Programs:

• CMI Monthly Insights Highlights newsletter: Manage creation and distribution of the monthly newsletter; ensuring each team has entered their content, first round edit and proofreading, gaining approval from LT to release and managing a distribution list of over 1000 client employees and key agency partners.
• MyInsights: In partnership with Corporate Strategy, manage the relationship with Northern Lights (Client’s Knowledge Management platform). Maintain process and tracking mechanism for CMI reporting, ensure the platform runs smoothly and is always improving, and ensure on-going annual funding.
• Key Initiatives ‘Roadshows’: Manage the insights sharing process (the largest of which is the bi-annual NPS Roadshow) including:
• Partner with CMI teams and leadership to create a communications schedule including how/when to use CMI Presents events, individual presentations, the monthly newsletter, My Insights, and other communications/distributions.
• Manage the roadshow process including: intake process for all presentation requests, sending and managing invitations, identifying and scheduling the appropriate CMI presenter(s), and delivering content on time and in the required format where appropriate.
• Schedule and execute live CMI Presents events (BJNS or Google Meet) including: scheduling, communications, technology requirements, and virtual and in-person meeting logistics.
• Manage delivery of supporting reports/recordings to distribution list.

Candidate is a Great Fit for the Job If:

• You Get Things Done
• Candidate believe that no problem is too hard.
• Candidate is a multitasking machine. You are super-organized and are able to keep others on the same page at the same time. You are resourceful and find ways to get it done.
• Candidate anticipate problems, issues, and barriers.
• Candidate find new and effective ways to streamline processes to increase efficiency.
• You’re Flexible and a Quick Responder:
• Candidate react quickly and efficiently when called upon to change or pivot.
• You enjoy stretching across left- and right-brained initiatives (from budget to vendor relationships, from communications to financial reporting, etc.).
• Candidate like special projects and learning new things.
• You own your work.
• You follow through on every request, no matter how big or small.
• You keep your cool under pressure and know how to prioritize.
• And when you need help, you’re not afraid to ask for it.

Qualifications:

• 4 plus years’ project management or operations experience.
• Demonstrated skills in managing multiple projects and workstreams.
• Budget management experience preferred with above-average Google Sheets skills.
• Strong understanding of relational databases for budget tracking.
• Bonus if you are familiar with Airtable, Smartsheet, and other similar solutions.
• Outstanding Google Slides skills with demonstrated ability to create clear and visually appealing presentations and reports.
• Familiarity and experience using all Google Suite and Slack collaboration tools and platforms.
• A strong sense of organizing information for others.
• A strong aptitude for communicating dense budget information concisely and relevantly.
• College degree preferred, but not required.