Survey Department Coordinator

About The Role

International Services, Inc.in Arlington Heights, IL seeks Survey Department Coordinator. 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./p>

Requirements of the International Services, Inc. Survey Department Coordinator:

Must possess a High School degree, or foreign equivalent and 3 years of experience in an administrative or management role. Must also possess experience with (i) Microsoft Excel to build and maintain datasets with at least [5,000] rows. create pivot tables and vlookup/xlookup formulas, generate charts, and apply data validation and conditional formatting to flag exceptions; (ii) Microsoft Outlook to organize an inbox exceeding 100 emails per day with rules and categories, schedule meetings across 3+ time zones, and maintain shared mailboxes and distribution lists for a team of 10+ users; (iii) Microsoft Teams to manage team channels and file repositories, host meetings with screensharing and recordings, and post project updates and tag stakeholders with defined response within 1 business day; (iv) Adobe Acrobat to combine, reorder, and redact multi-document PDFs, create and edit fillable forms; apply password protections, and execute e-sign workflows; (v) IATA Codes Application in Travel Coordination to build multi-leg itineraries, validate routings and connections, and reconcile invoices and expense lines against ticket numbers and segments; (vi) Data and Financial Systems Operations to execute data entry, validation, and report extraction in Legacy, OneCloud, and SSC; (vii) Process financial transactions in Emburse and iCertify; (viii) Operational and Financial Analysis to retrieve, clean, and analyze operational and financial datasets; (ix) Confidentiality and Information Handling to handle confidential information, financial information and PII and NDAs).

Salary: $98,946/year; Health insurance and 401(k) offered.

To apply for the Survey Department Coordinator position, submit your resumes to: Kerri.Parks@biz-solve.com

We'll Be There Every Step of the Way

Current Job Openings