Job Purpose

The Events & Travel Coordinator is responsible for planning, organizing, and executing MedisPharm’s local and international events while ensuring smooth logistics, cost control, supplier coordination, travel arrangements, and on-ground execution. The role also supports internal departments and senior management with travel-related arrangements and ensures that all events reflect MedisPharm’s professional image and values.

Key Responsibilities

1. Event Planning & Execution

• Plan, organize, and execute local and international events, including congresses, round tables, workshops, standalone meetings, trainings, internal events, and corporate gatherings.
• Prepare detailed event plans, timelines, checklists, and action plans to ensure proper follow-up and execution.
• Coordinate event requirements from concept to completion, including venue, setup, agenda, registrations, travel, accommodation, materials, and suppliers.
• Monitor event execution on-site and resolve any operational or logistical issues efficiently.
• Travel independently when required to prepare and oversee international events and ensure smooth on-ground execution.

2. Internal Coordination

• Work closely with internal departments, including Medical, Sales, Finance, Logistics, HR, and Marketing, to ensure alignment on event objectives, requirements, budgets, and timelines.
• Coordinate with product managers and relevant teams to ensure that event materials, branding, and product-related requirements are properly prepared.
• Follow up with internal stakeholders to ensure all deadlines are respected before, during, and after each event.

3. Travel & Logistics Management

• Handle all travel arrangements, including ticketing, hotel bookings, transportation, insurance when needed, and visa issuance for employees, doctors, speakers, and participants.
• Register participants in local and international events and ensure proper follow-up on confirmations, requirements, deadlines, and documentation.
• Provide direct support to the CEO and General Manager in handling business travel arrangements, including ticketing, hotel bookings, transportation, and visa issuance.
• Ensure all travel plans are accurate, cost-effective, and properly communicated to concerned parties.

4. Supplier & Budget Management

• Source suppliers, request quotations, compare offers, and negotiate competitive rates for flights, hotels, venues, transportation, booths, production, printing, giveaways, and event services.
• Prepare and follow up on event budgets, ensuring adherence to approved costs.
• Coordinate with the Finance Department on payments, supplier invoices, advances, settlements, and budget tracking.
• Maintain a database of trusted suppliers, hotels, venues, travel agencies, and service providers.

5. Marketing Materials & Inventory Management

• Manage marketing materials related to different product lines, including storage, inventory tracking, distribution, and shipment to event locations.
• Ensure timely delivery and proper setup of booths, banners, promotional materials, giveaways, and other event-related items.
• Coordinate with the warehouse, logistics team, and marketing team to ensure materials are available, organized, and properly dispatched.
• Keep updated records of available materials, quantities used, and items that need replenishment.

6. Event Branding & Experience

• Ensure that all events reflect MedisPharm’s corporate image, brand standards, and professional identity.
• Propose and develop creative ideas and concepts to enhance event impact, participant experience, and company visibility.
• Support in creating a positive and memorable experience for doctors, speakers, employees, and guests.
• Coordinate with designers, printing houses, booth suppliers, and other partners to ensure proper visual execution.

7. Compliance & Documentation

• Ensure all event-related activities are compliant with company policies, industry standards, internal procedures, and relevant ethical guidelines.
• Maintain proper documentation for each event, including quotations, approvals, participant lists, travel details, invoices, budgets, and post-event reports.
• Ensure confidentiality and professionalism when handling doctors’ data, employee travel details, and senior management arrangements.

8. Post-Event Follow-Up & Reporting

• Collect feedback from participants, internal teams, and stakeholders after each event.
• Prepare post-event reports including attendance, outcomes, challenges, recommendations, and budget analysis.
• Identify areas for improvement and propose solutions for future events.
• Ensure all pending payments, material returns, and documentation are finalized after each event.

Required Skills & Competencies

• Strong organizational and multitasking skills.
• Excellent follow-up and attention to detail.
• Strong communication and coordina