Logistic Planner - Speaker Bureau (US Client Support)

About the role

The Manila Speaker Bureau Logistics Planner is the main point of contact for venue, food and beverage and audio-visual vendors on behalf of a client's field force sales reps. The role plans and coordinates the logistics of highly compliant, in-person, hybrid and virtual meetings for Life Sciences organizations, working within the client's business rules and budget.

Key responsibilities

• Work as part of the client Core Team of meeting planners and speaker bureau planners.
• Plan and coordinate all meeting logistics on time, within business rules and budget.
• Confirm and secure venue bookings, applying venue compliance and approved SOPs.
• Plan and confirm food and beverage needs, including special requests.
• Review and secure audio-visual needs, including specific requests from the Sales Rep or speakers.
• Coordinate venue, F&B and AV confirmation with the Meeting Planner through standard documentation.
• Ensure tasks and documents are completed on time according to SLAs, and communicate with planners and vendors on completion and follow-up.
• Apply client business and compliance rules, especially on venue appropriateness and negotiated rates, and escalate items that could affect compliance risk.
• Log accurate work hours in Sprout and PSA, and liaise with internal and external stakeholders.

Required profile

• 2+ years of events planning and/or customer service experience, or equivalent.
• Previous experience serving US clients, preferably in a phone-based customer service role.
• Events or meeting planning experience preferred; pharma industry experience is a plus.
• Familiarity with US cultural norms and practices.
• Able to work during US business hours, including night shifts, and to report onsite frequently depending on business needs.
• Comfortable working remotely at home with dual monitors, good internet and the ability to take calls during the shift.

Required skills

• Microsoft Office (Word, Excel, PowerPoint, Teams) and Outlook.
• Knowledge of SharePoint, Salesforce and Smartsheet preferred.
• Phone systems such as Twilio, CRM software and other relevant technology preferred.
• Excellent oral and written communication, problem solving and customer service skills.