Wellness Events Coordinator & Logistics Specialist

SmartRecruiters, Inc.; Oak Brook (IL); On-site; USD 38,000 - 46,000; Full time

Benefits offered by this job

Bi-weekly pay

401(k) matching

Medical, dental, and vision insurance

Life and disability insurance

Paid holidays, vacation, and sick time

Job summary

TVG-Medulla, LLC is seeking a Wellness Event Confirmation Specialist for our Oak Brook, IL location. You will coordinate patient acquisition events, confirm details, manage paperwork, and keep Salesforce records up to date.

Collaboration with Business Development, Customer Engagement, and Wellness Event Coordinators is essential to deliver smooth, successful events. Strong organizational skills, CRM and Excel proficiency, and excellent communication are required.

Qualifications

• Strong computer skills including Outlook and Excel; CRM experience.
• Strong phone presence and professional communication skills.
• Excellent verbal and written communication and interpersonal skills.
• Highly organized and detail-oriented.
• Ability to manage multiple events, deadlines, and priorities.

Responsibilities

• Confirm event details with client organizations, including date, time, location, and setup instructions.
• Ensure scheduled events are properly confirmed, documented, and prepared for execution.
• Process event paperwork, including sponsorship applications, invoices, insurance forms, payment records, contracts, and required approvals.
• Maintain accurate event records, activities, and status updates in Salesforce.
• Coordinate with the Business Development Team and Wellness Event Coordinators regarding scheduled events and outstanding requirements.
• Track event status and logistics and communicate changes quickly and clearly to the appropriate teams.
• Handle payment processing and follow up on required approvals, contracts, signatures, and other event documentation.
• Maintain ongoing communication with event contacts to support successful events and long‑term client relationships.
• Follow up with inbound event leads and assist with identifying potential event opportunities.
• Identify missing information or potential issues before an event and coordinate with the appropriate team to resolve them.
• Maintain organized and timely communication to support a smooth experience for client organizations and internal teams.
• Uphold and demonstrate company core values, tenets, and commitments.

Skills

CRM experience

Phone presence

Communication skills

Organization

Time management

Tools

Outlook

Excel

Salesforce

CRM

Job description

TVG-Medulla, LLC is seeking a Wellness Event Confirmation Specialist for our Oak Brook, IL location. You will coordinate patient acquisition events, confirm details, manage paperwork, and keep Salesforce records up to date.

Collaboration with Business Development, Customer Engagement, and Wellness Event Coordinators is essential to deliver smooth, successful events. Strong organizational skills, CRM and Excel proficiency, and excellent communication are required.