Meetings Logistics Coordinator (US Client Focus)

IQVIA LLC; Taguig; On-site; PHP 420,000 - 540,000; Full time

Job summary

IQVIA LLC in Manila is seeking a Manila Speaker Bureau Logistics Planner to coordinate venue, food & beverage, and AV needs for client meetings with US stakeholders. You will collaborate with meeting planners to ensure timely, compliant logistics within client rules and budgets.

Required: 2+ years in events planning or customer service, strong communication, and proficiency with Office apps, SharePoint, Salesforce or Smartsheet. Willing to work night shifts and onsite at McKinley, Taguig.

Qualifications

• 2+ years of (events) planning, and/or customer service experience or equivalent.
• Previous work experience in catering to US clients, preferably in a phone-based Customer Service role, is required.
• Relevant events or meeting planning experience is preferred.
• Pharma Industry experience is a plus.
• Proficiency in PC applications, Microsoft Office suite of products (Word, Excel, PowerPoint, Teams) and Outlook is required.
• Knowledge in SharePoint, Salesforce and Smartsheet preferred.
• Proficiency in using phone systems such as Twilio, CRM software and other relevant technology is preferred.
• Ability to carry out analysis and information gathering to resolve problems on routine matters.
• Able to be flexible to report onsite frequently, dependent on business need.

Responsibilities

• Collaborate as an integral part of the client Core Team which comprises of meeting planners and speaker bureau planners and other planner roles supporting the logistics of each meeting.
• Coordinate all aspects of the planning and delivery of relevant meeting logistics in a timely manner within the client’s business rules and budgetary requirement.
• Confirm and secure location/venue booking of each meeting assigned, applying venue compliance following business rules and approved SOP of each client team.
• Plan and confirm Food & Beverage needs of the meeting for the Sales Rep, Speaker and all attendees considering any requested special F&B needs of the meeting.
• Review and secure all audio-visual needs for the meeting including specific requests or needs by the Sales Rep or the Speaker(s) of the meeting.
• Coordinate venue, food/beverage, and AV confirmation with Meeting Planner through standard documentation and communication within the meeting lifecycle.
• Ensure all related tasks, required documents are sent and confirmed in a timely manner as measured by task due dates and applicable service level deliverables.
• Communicate timely with meeting planner, speaker bureau planner and vendors related to task completion and other related inquiry or follow up needs.
• Application of client business and compliance rules throughout the planning process, especially related to venue appropriateness and negotiated rates within compliance rules.
• Ability to trigger or escalation any items that can impact risk on meeting compliance.
• Complete work within client defined SLA parameters.
• Ensure understanding of system functionalities related to job function as assigned.
• Liaise with relevant internal and external stakeholders to ensure appropriate team members have the most up to date information.
• Comply with timekeeping standards & policies in Sprout, PSA ensuring accurate work hours are logged.
• Other related team task maybe assigned.

Skills

Event planning

Customer service

Communication

Multi-tasking

Night shift readiness

Tools

MS Office

SharePoint

Salesforce

Smartsheet

Twilio

CRM software

Job description

IQVIA LLC in Manila is seeking a Manila Speaker Bureau Logistics Planner to coordinate venue, food & beverage, and AV needs for client meetings with US stakeholders. You will collaborate with meeting planners to ensure timely, compliant logistics within client rules and budgets.

Required: 2+ years in events planning or customer service, strong communication, and proficiency with Office apps, SharePoint, Salesforce or Smartsheet. Willing to work night shifts and onsite at McKinley, Taguig.