Incentives 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.

M3 Global Research , part of M3 Inc., provides the most comprehensive and highest quality market research recruitment and support services available to the industry with relationships reaching respondents in more than 70 countries worldwide.

The Incentives Coordinator  will provide accurate, timely, and compliant operational support for incentive processes involving members and research participants, ensuring full alignment with M3 standards, policies, and applicable local regulations. The role requires close coordination with internal teams and external partners, systematic validation of data across multiple systems, and efficient post-payment support to maintain data integrity and deliver a positive respondent experience.

Key Responsibilities:

Incentives Processing and Operations

Comply with company standards, training procedures, and guidelines across all incentive operations

Process standard and non-standard incentive payments accurately and promptly in accordance with approved procedures

Prepare payment orders in line with vendor and payment partner requirements

Maintain organised and secure server folders consistent with M3 data protection and sharing policies

Coordinate with Client Service Teams on non-standard incentive arrangements and exceptions

Audit incentive projects to verify the accuracy of cost allocation and ensure timely disbursement

Maintain and update systems and trackers to reflect current payment status for internal and external stakeholders

Validate information and coordinate with support teams and respondents to resolve failed or on-hold payments

Execute system corrections in the MR System and M3 Wallet following authorised procedures

Review and resolve on-hold transactions to reduce payment failures

Support other teams (Finance, CST Operations, Support) as required within the defined scope

Perform periodic internal control checks and maintain clear audit trails to ensure compliance

Monitor key performance indicators (e.g., payment turnaround times, error rates) to drive continuous improvement

Identify process inefficiencies and collaborate with operations and finance teams to implement improvements

Prepare periodic management and performance reports as required

Maintain awareness of fraud prevention and risk-mitigation measures related to incentive payments

Serve as a point of contact for training or guidance on incentive processes

Develop proficiency in relevant payment systems, vendor portals, reconciliation tools, and data-management software (e.g., advanced Excel functions such as pivot tables and lookups)

Undertake additional ad-hoc tasks within the scope of the role