Project Coordinator | Event Coordinator

Job Title: Project Coordinator | Event Coordinator
Job Location: San Diego, CA, United States (Onsite)
Job Duration: 04 Months (Possibility of extension)
Pay Rate: $30 - $35/Hr. on W2

Job Description:

Position Summary:

• The events coordinator will provide logistical, operational, and administrative support to the Client’s Diagnostics Medical Education and Sales Education teams.
• This role is responsible for planning, coordinating, and executing internal tours and customer visits in our Innovation Center, sales training programs, and medical educational events.
• A successful candidate will serve as a key partner in ensuring high-quality experience for customers, healthcare professionals (HCPs), and internal stakeholders while maintaining compliance with all company policies and industry regulations.
• This position requires strong organizational skills, attention to detail, adaptability, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

Innovation Center Customer Visits and Internal Tours

• Coordinate the planning and execution of customer and internal visits to the Client’s Innovation Center in San Diego in partnership with Sales Education, Sales, Sales Leadership, Marketing, and Medical & Scientific Affairs teams.
• Manage visit logistics, including scheduling, travel coordination, security notifications, lodging, ground transportation, meals, and customer itineraries.
• Arrange and monitor all event-related services, including catering, meeting space setup, and hospitality requirements.
• Serve as the on-site coordinator during visits, providing operational support and ensuring seamless experience for customers and internal stakeholders.
• Anticipate and resolve logistical issues to support successful visit execution.

Sales Education Course Support

• Coordinate logistics for on-site Sales Education training courses.
• Manage training materials, including printing, preparation, shipment, and distribution.
• Coordinate classroom and meeting room reservations, catering services, audiovisual requirements, and supply orders.
• Provide on-site support for training courses, including setup, attendee assistance, meal coordination, and event breakdown activities.

Medical Education Event Coordination

• Partner with Medical Education team members to plan and execute educational programs and events.
• Coordinate program logistics, including invitations, registration management through Cvent, speaker travel arrangements, venue sourcing, and food and beverage planning.

Financial and Administrative Support

• Prepare and submit expense reports related to events, customer visits, educational programs, and HCP engagements.
• Manage event documentation and maintain organized records to support accurate reporting and reimbursement processes.
• Assist with budget tracking and expense reconciliation as needed.

Compliance and Quality

• Maintain a thorough understanding of Client’s compliance policies, transparency reporting requirements, and applicable federal and state regulations.
• Ensure all activities are conducted in accordance with company policies, including Sunshine Act, Stark Law, and other healthcare-related compliance requirements.
• Support accurate documentation and reporting to maintain compliance across all events and customer interactions.

Qualifications:

• Experience in event planning, meeting management, training coordination, medical device, healthcare, or medical education environments preferred.
• Excellent organizational and project management skills with exceptional attention to detail.
• Ability to prioritize competing demands and manage multiple projects simultaneously.
• Strong communication and interpersonal skills with a customer-focused approach.
• Proven ability to work independently while collaborating effectively with cross-functional teams.
• Strong problem-solving skills and ability to adapt in a dynamic environment.
• Proficiency with Microsoft Office applications, including Excel, Word, and PowerPoint.
• Experience with event management platforms such as Cvent is preferred.

Education:

• Bachelor's degree required.

Experience:

• 2 to 5 years of professional experience in event coordination, meeting planning, training support, medical education, healthcare, or related fields preferred.

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