Closeout Coordinator - Entry Level

Closeout Coordinator – Pharma Event

Location: Traveling to Office (In NJ) 3 days a week (Tues-Thurs)

Hours: 7.5hrs/day

Job Description Overview

The Close Out Coordinator position brings together several disciplines including quality

control, audit, and compliance to ensure that the Events managed are accurately accounted for and reported to our customers. This person interacts with a variety of internal and external stakeholders in a high volume, deadline driven environment.

Responsibilities

· 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 & 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

Competency Requirements

· Candidate must be detail oriented

· Possess strong analytical and problem-solving skills

· Able to work independently and as part of a team (and be flexible enough to adapt to shifting priorities)

· Able to perform in a high-volume transactional environment

· Able to prioritize and work in multiple workstreams

· Strong communication skills - both verbal and written

· Proficient in Excel (e.g. financial calculations, pivot tables, vlookups)

· Basic Math and Spelling proficiency

· Ability to work and thrive in a team atmosphere

Education/Skills Experience Desired:

· High School or equivalent

· College Degree Preferred

· 1-2 years’ experience in field or related area preferred but not required

· Great for individuals with Quality Control, Financial, or Compliance Service background

· Must be a go getter and very personable at the same time having patience with the process

· Possess strong analytical and problem-solving skills