Operations Support Coordinator

About Apollo Intelligence

Apollo Intelligence is a global leader in healthcare insights, dedicated to building the foremost technology-driven data and insights business serving the life sciences and healthcare industries. Founded in August 2019 with the acquisition of InCrowd, a pioneer in real-time market intelligence, Apollo has since expanded through strategic acquisitions like SurveyHealthcareGlobal to enhance our global data access and research capabilities. We provide data and insights solutions to top global pharmaceutical brands, market research agencies, consultancies, and information services providers, with offices across North America and Europe. Our team is composed of exceptionally smart and talented individuals who value diverse viewpoints, collaborative learning, and a strong, socially conscious company culture.

Job Overview

As an Operations Support Coordinator at Apollo Intelligence, you will play a vital role in supporting our Sales and Client Services teams to achieve our research fieldwork objectives. Based in our Pocatello, ID office, you will manage and process membership data, handle physical materials, and ensure the smooth operation of internal systems. This is an in office role with the occasional opportunity to work from home.

Duties and Responsibilities

• List matching to membership database
  • Process Excel lists of individuals using proprietary software to match them against our member database.

1. Ensure that the matched lists meet the specific criteria outlined by research projects, such as specialty, location, and professional experience.
2. Ensure data integrity and confidentiality in all database operations.

• Verify participation of Panel members in research studies to ensure accurate reward delivery.

• Support market research projects that require physical documentation
  1. Print, prepare, and ship materials to physicians and other healthcare professionals in a timely manner to support market research projects and client needs.
  2. Receive incoming materials, including completed surveys, charts and feedback forms.
  3. Scan documents for clarity and accuracy and upload them to the appropriate platforms.
  4. Verify that all received materials are accounted for and properly filed within the system.
• Streamline workflows to enhance efficiency and reduce turnaround times.
• Assist Sales and Client Services teams in coordinating research projects.
• Communicate effectively with team members to set expectations and ensure alignment of project goals.
• Ensure all assigned tasks are completed accurately and within designated timeframes.
• Monitor progress and adjust priorities as necessary to meet project deadlines.
• Foster a positive, professional, and supportive work environment.
• Encourage collaboration and knowledge sharing among team members.

Qualifications and Skills

• Previous experience in an administrative role preferred.
• Experience in the market research or healthcare industry is preferred but not required.
• Proficient in Microsoft Suite (Excel, Outlook, Word).
• Excellent verbal and written English communication skills.
• Strong customer service orientation.
• Meticulous attention to detail to ensure accuracy in all tasks.
• Ability to manage multiple tasks efficiently and accurately.
• Capability to work both independently and collaboratively within a team.
• Self-motivated with the ability to complete tasks without oversight.
• Proactive in identifying and reporting potential barriers to success.
• Available to work 8:00am – 4:00pm MT, with two in-office days each Tuesday and Wednesday.

Benefits and Offerings: 

• Flexible PTO (paid time off) policy
• Competitive Medical, Dental, Vision and Life Insurance plans available
• Company paid life insurance and disability insurance
• 401(k) with company matching
• You will join a friendly team with colleagues willing to share their experience and expertise in the healthcare field to help ensure your success