Summary of Duties
The Program Coordinator is responsible for ensuring client loyalty by working collaboratively with customers to ensure a successful business partnership with UroGPO. Through project management and collaboration, this position is responsible for the day-to-day activities in support of assigned clients with a focus on exemplary service and delivery of contracted business.
Primary Responsibilities
- Understands client’s needs, helps identify and resolve issues, builds, and maintains positive client relations
- Service as the client’s contact for the assigned project
- Develops and delivers client reports and reviews with Vice President, Event & Operations Lead, Account Management as appropriate
- Leads meetings with assigned client(s)
- Manages and delivers consistently on commitments and results which are based on client and management expectations
- Identifies growth opportunities with current clients
- Acts as a liaison with Operations, Finance, and Account Management to meet client’s needs
- Primarily works without direction, however, direction may be provided based on complexity of client or project by the Event and Operations Lead
- Serve as an Event Coordinator for several privately owned urology practices as well as large pharmaceutical or medical device company clients
- Overall responsibility for each meeting from advance planning to reconciliation
- Work closely with pharmaceutical or medical device company lead and other departments to develop and manage meeting strategy, goals and outcomes
- Source venues and vendors, create accurate and detailed RFP’s, evaluate proposals, make recommendations to Vice President on venues that will accommodate specific program needs, and negotiate contracts for assigned meetings
- Planning on-site hotel logistics, including food and beverage, manage room blocks and assisting with hotel reservations, room sets, AV, etc.
- Help develop and manage detailed program budgets, control documents and tracking information for every program. Complete all required documents and follow client policies and procedures to ensure compliance and continuity of all programs
- Adhere to project timeline to meet goals and deadlines
- Oversee related client projects as assigned
Education / Experience
- A four-year degree in hospitality or general business preferred or two years of equivalent business experience required
- 1 – 3 years of previous event coordination experience desired (pharmaceutical preferred)
Skills / Abilities
- Proficiency in Microsoft Office Suites, including but not limited to Word, PowerPoint and specifically Excel
- Utilization of Salesforce event management software
- Strong knowledge of program/event design, management, and budget maintenance. Exposure to project planning/forecasting financial implications
- Demonstrated organizational skills, ability to manage multiple projects and move quickly from one project to another while maintaining thorough records. Requires the ability to be flexible and balance competing priorities.
- Prior successful experience in providing personal and exceptional experiences to event guests and developing and maintaining key client relationships
- Strong interpersonal and excellent oral and written communication skills are needed to successfully negotiate contracts and communicate policies and procedures to diverse audiences, and to quickly establish credibility and maintain ongoing relationships
- Possess strong business acumen. Ability to investigate and analyze information and make sound recommendations
- Capability of developing projected budgets and tracking costs against these budgets
- Multi-tasking and the ability to thrive in a fast-paced and dynamic environment
- Remains calm under pressure and resolves problems efficiently and quickly
Physical Requirements
- General office demands
- Must be able to lift up to 15 pounds at times
- Travel up to 30% of the time (may include weekends)
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