Customer Meeting/events Associate - Dubai, United Arab Emirates - Emiratalent

Emiratalent

Verified Company

Dubai, United Arab Emirates

1 week ago

Posted by:

Ahmed Al-Mansouri

beBee Recruiter

Description

Our client, one of the world's leading European Pharmaceutical companies, is looking to hire a dynamic Customer Meeting Services Associate.

The Customer Meeting Services Associate manages the delivery of events, and acts as a consultant to Brand Managers to help build meeting strategies

This includes:

Delivering positive customer experience through different touch points & interactions whilst ensuring the right compliance & OPEX governance needed for the marketing department is in place.
Onsite inspection of the events organized & ensuring the smooth flow of all customer interactions.
Utilization of market knowledge and external contacts to influence the business.
Acting as Compliance gatekeeper for the complete meeting set up process and ensuring that all needed documentation is kept according to E&C rules and company SOPs.
Use of preferred vendors, participating in sourcing appropriate vendors, and ensuring that internal and external relationships are optimized.

Key Responsibilities

Vendor Management:

Meeting with travel agencies, briefing on event requirements, getting proposals, evaluating the proposals, negotiating and influencing the final vendor / proposal decision (with procurement & business owner).
Lead the vendor selection process together with the Procurement department/business owner.
Work with finance to manage & settle pending payments/open POs for all vendors.
Evaluating the performances of the current approved vendor agencies during the events and ensuring the timely feedback is shared internally & externally with concerned parties (vendors & procurement/finance).

Project/Event Management:

Coordinate and manage Travel and meeting agencies to ensure smooth working throughout the complete process.
Handling and preparation of all events logístical arrangements related to external marketing communications (examples, but not limited to, Speaker Tours, Stand Alone meetings, Congresses, P2Ps, etc.) and cycle meetings.
Execution and finalization of event logistics (examples, but not limited to, flights, hotel accommodations, visas, transportation, meeting/conference rooms, meals, airport pickup, necessary
Coordinate, manage and follow up with internal relevant parties on event participation management.(Document collection and check appropriateness, venue management, guarantee numbers, announcing deadlines, preevent site inspection
Regularly attend Brand Team meetings on planning & executing of congress and meetings to review timing, budget, venue, approval etc.
Ensure the timely institutional notification process is completed for planned the Company's sponsored activities.
Onsite inspection of the events organized, acting as point of contact on trouble management, able to solve problems that occur during events.

Customer Experience Management:

Ensure delivering positive customer experience through securing all required logistics early enough before the event & also supporting all other requests through all the event touchpoints ( for example, confirming all booking & reservation, sending tickets on time,..)
Onsite support & ensuring the seamless flow of all interactions/touchpoints.
Processing HCP/HCO payments on time & provide sales/marketing teams with proof of payments for each transaction.

SAP Expertise:

Manage SAP system by raising shopping carts and Purchase Orders (POs), collecting/receiving quotations, ensuring ATS & ATC approvals are secured, getting a copy of the PO & sending it to the vendor to confirm the service.
Checking Pos status on SAP & managing any kind of PO changing through contacting PPA/HP team for different purposes.

Managing Payments Transactions:

Collecting all required documents to be attached & sent with invoices for payment processes.
Managing payments logistics including HCPs/HCO payments, vendors and suppliers payments & closing open POs.
Work with finance to manage & settle pending payments/open POs.

Compliance Expertise:

Understanding and implementation of all relevant policies and full compliance to them (example, but not limited to, FRAP policy, ethical interaction with HCPs, institution notification process, etc.)
Ensure all internal approvals are secured on time (ATS,ATC,.eMeeting approval,....)
Ensure that IN is correct before each event.
Provide tracking sheets to monitor speakers' CAP & utilization on a monthly basis.
Formulating HCPs contracts, reviewing IN, FMV ,archiving MSAs & uploading them on eMeeting Reminding brand teams regarding related SOPs when needed.

Managing TOV reporting/SFDA Disclosure Program:

Being an integral member of the local TOV team who's responsible for managing TOV reporting to SFDA & to be responsible for getting & securing the reports from different departments to be able to generate final reports ( examples of reports, KSB1, Veeva, eMeeting,.....)
Also, working with the TOV global team to imple