Customer Meeting/events Associate

2 months ago

Dubai, United Arab Emirates Emiratalent Full time

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.
- On-site 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 gate-keeper 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 approvals..etc
- Coordinate, manage and follow up with internal relevant parties on event participation management.(Document collection and check appropriateness, venue management, guarantee numbers, announcing deadlines, pre-event 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.
- On-site 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

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