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Closeout Coordinator- Assistant Event Coordinator
Job Overview
Compensation
Hourly
Range $20.25 - $29.25
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
flexible schedule
Professional Development
team environment
Job Description
The hiring establishment is a reputable pharmaceutical event management company known for its commitment to quality, compliance, and excellence in managing high-profile events within the healthcare and pharmaceutical sectors. With a strong emphasis on accuracy and customer satisfaction, this company specializes in coordinating complex events, ensuring adherence to strict industry regulations, and delivering exceptional service to its clients. The company fosters a collaborative and dynamic work environment where team members interact extensively across departments to meet stringent deadlines and achieve operational excellence. Located in New Jersey, this role requires the candidate to travel to the office three days per week... Show More
Job Requirements
- High school diploma or equivalent
- Strong analytical and problem-solving skills
- Proficient in Excel
- Ability to work independently and as part of a team
- Strong communication skills
- Detail oriented
- Ability to manage multiple workstreams
- Flexible and adaptable to shifting priorities
- Basic math and spelling proficiency
Job Qualifications
- High school diploma or equivalent
- College degree preferred
- 1-2 years experience in field or related area preferred but not required
- Experience in quality control, financial, or compliance services preferred
- Strong analytical and problem-solving skills
- Proficient in Excel including financial calculations, pivot tables, and vlookups
- Strong communication skills both verbal and written
- Ability to work independently and as part of a team
- Detail oriented
- Ability to prioritize and manage multiple tasks
Job Duties
- Review all elements of completed and cancelled programs for accuracy based upon specific customer compliance guidelines in preparation for final closure
- Ensure events are closed in accordance with customer guidelines and SLAs
- Review all supporting documentation required for events which may include event sign in sheet, food and beverage receipts, travel itineraries, audio visual, as transactions take place
- May include additional follow-up with external vendors for receipts and materials as needed
- Review attendee sign in sheets for accuracy and completeness against attendee information in Event Management System
- Review venue and catering contracts to ensure charges are accurate based on the contracted terms for the specific customer
- Review detailed venue receipts and perform financial reconciliations of costs incurred for individual events (Excel based)
- Post and maintain high volumes of credit card transactions into the Event Management System for their specific cost categories
- Navigate through internal/external systems and databases to identify and confirm Event specific details
- Interact extensively with internal event planning teams (Managers and Coordinators), finance team, and external suppliers to address any discrepancies, questions, and/or follow ups
- Track and log updates for events throughout their lifecycle for daily, weekly, and monthly reviews to include event specific issues, statuses, and resolutions
- Maintain current knowledge of appropriate regulations, e.g., OIG, PhRMA Code
Job Criteria
Experience
Entry Level (1-2 years)
Job Location
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