Closeout Coordinator- Assistant Event Coordinator

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 (Tuesday to Thursday), working shifts of 7.5 hours per day. This part-time presence in the office ensures effective coordination and communication within the team and with external stakeholders while providing flexibility through remote work options for the remaining days.

The Closeout Coordinator position is a pivotal role within the organization, blending key disciplines including quality control, audit, and compliance to meticulously manage the closeout process of pharmaceutical events. The role demands a high level of attention to detail and the ability to manage a high volume of transactional data accurately and efficiently. The Closeout Coordinator will be responsible for reviewing and reconciling all components related to completed and cancelled programs, ensuring that final closure is consistent with customer-specific compliance guidelines and service level agreements (SLAs). This involves thorough examination of event documentation, including sign-in sheets, receipts, catering contracts, travel itineraries, and audio visual expenses, as well as following up with vendors and suppliers to resolve any discrepancies.

In collaboration with internal teams such as event planners, managers, coordinators, and finance personnel, the Closeout Coordinator helps maintain seamless event lifecycle tracking, from initiation through final review phases. This includes posting and maintaining credit card transactions within the company’s Event Management System, performing financial reconciliations using Excel tools like pivot tables and vlookups, and keeping detailed logs of event statuses and issues. Strong communication skills are essential as the role requires interacting with multiple stakeholders to address concerns and ensure full compliance with internal standards and external regulatory requirements like the Office of Inspector General (OIG) guidelines and the Pharmaceutical Research and Manufacturers of America (PhRMA) Code.

Ideal candidates are highly analytical individuals who thrive in fast-paced, deadline driven environments, possess resilience for multitasking and shifting priorities, and demonstrate patience and a proactive approach in managing complex processes. This role suits professionals with backgrounds in quality control, financial auditing, or compliance services who are detail-oriented and excel in problem-solving. The position offers an excellent opportunity to develop expertise in pharmaceutical event management and regulatory compliance while contributing to the successful delivery and accountability of corporate events within a globally respected organization.