Logistics Manager

Job Summary:

KnowFully Learning Group is seeking an experienced Logistics Manager! Under general supervision of the VP of Logistics, the Logistics Manager is responsible for coordinating all activity logistics and vendors for onsite and virtual continuing medical education events. This includes all travel, catering, hotel, AV and onsite needs. The Logistics Managers will oversee comprehensive activities involved in activity management, including client interactions/correspondence, all faculty coordination and technical reviews, all logistical planning/follow-through, forecasting and troubleshooting activity direction, and assisting with the implementation of the activity based on the approved proposal. The Logistics Manager will be responsible for several activities across different commercial supporters and therapeutic areas. This position is expected to exercise discretion and independent judgment pertaining to matters of significance relating to their assigned activities.

Supervisory Responsibilities:

• None.

Duties/Responsibilities:

Event Planning

• Manage the activity budgets for logistics and identify ways to increase revenue and decrease costs. 
• Communicate timely updates to living budgets to the finance team. Ensure that scheduled activities are within or under budget parameters.
• Works independently with Vendors and Event Managers at venues to negotiate pricing, room set-up, discuss staff needs, review AV requirements, manages all on-site marketing materials, make food and beverage recommendations/selections, arrange for slide review room (when necessary), review contracts, and confirm all meeting details multiple times to ensure white glove service to all customers.
• Is CMEO point of contact and manages all relationships with vendors, which includes meeting with them prior to event to make sure all aspects of meeting details are in place.
• Serve as liaison with all faculty - which includes coordinating planning calls, slide reviews and technical rehearsals, arranging of travel, and providing a detailed logistics agenda of all onsite activities.
• Oversight of CMEO support staff assisting with the virtual or onsite meeting; assist with hiring of personnel (temps on-site) with respect to project. Serve as official representative of company onsite, and team leader for all other staff involved. If not in attendance at live meeting, is “on call” to address any questions or issues.
• Approves and processes all receipts from events within 10 days of live event.
• Ensures all activity files are complete prior to reconciliation

Required Skills/Abilities: 

• For virtual medical meetings - manage virtual platform vendor and ensure meeting materials and content are final, accurate and viewable on the platform. Oversee technical rehearsal with faculty and CMEO staff. Run live program and serve as team leader and ensure white glove service.
• For live meetings - sets up Master Account with venue. Makes proper payment arrangement for room setup, catering and AV. Reviews contract and business event order (BEO). 
• Contacts hotel or travel company to set up account with the appropriate number of rooms needed for the event including meeting rooms, guest rooms, slide review, etc.
• Contacts faculty and staff for their travel requirements (airfare, hotel) and researches the least expensive alternatives with their time parameters and emails the options to the traveler for their approval. 
• Internal point of contact for logistic details and provides detailed and clear updates to the team on huddles and in project management software.
• Creates and manages master spreadsheet with all travel information for events to track flights, cars and hotels, check-in, frequent flyers numbers, airline and seat preferences, credits to be used before expiration date, etc.
• Creates agendas for faculty, staff and vendors detailing travel, hotel and meeting arrangements.
• Confirms all details 1 week prior and on date of travel for all faculty and CMEO managing partners to confirm car service, flight departures, hotel arrival, etc. Updates and instructions sent to onsite CMEO team.
• Evaluates all vendors (hotels, travel agencies, car service, temp staff, virtual platforms, etc) on a quarterly basis to assess cost effectiveness, determine cost reductions based on volume and quality of final products

Employment Standards:

Knowledge of:

• Basic Office Software: Knowledge of the basics of a variety of computer software applications in word processing, spreadsheets and database.
• Event Planning: Knowledge of how to plan and coordinate every detail of meetings and conventions and all logistics of the event.
• Business Contracts: Knowledge of contractual requirements, details and regulations.

Skill in:

• Deadline Management: Effective time management and commitment to deadlines.
• Communicates any barriers to meeting deadlines.
• Conflict Management: Resolving conflict by weighing in on and resolving differences effectively.
• Organization: Effectively organization of materials, information and location to produce optimal results.
• Positive Relationships: Building and managing productive, positive relationships.
• Stress Management: Staying calm and personable under pressure.

Abilities in:

• Problem sensitivity: Define problems, collect data, establish facts, and draw valid conclusions independently.
• Quality Management: Produce high-quality materials under tight time frames.
• Multi-tasking: Work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Communication Effectiveness: Communicate effectively in both written and oral formats with a variety of audiences.
• Relationship Building and Management: Develop and maintain positive relationships by behaving and communicating in a manner that promotes good relationship with customers, clients, co-workers, and management.
• Plan Effectively: Plan effectively by thinking and organizing strategies for duration of activity.
• Detail Attention: Manage and execute work with a high degree of details with accuracy and effectiveness.
• Basic Mathematics: Calculate fractions, decimals, and percentages.
• Proofreading: Effectively and efficiently proofread materials with great accuracy and efficiency and accountability for outcome of work product.
• Self-Motivation: Take initiative to undertake or continue a task or activity without another's prodding or supervision.
• Records Management: Maintain records according to established procedures.
• Documentation Effectiveness: Prepare accurate documentation and be accountable for expenses, travel credits, logistics budgets, etc.
• Additional knowledge, skills and abilities may be required to perform additional tasks specific to work or special assignments.

Education and Experience:

• Bachelor’s degree in business, communications, or related field or commensurate event planning experience preferred
• Experience in event planning, particularly related to medical meetings desirable. Experience in restaurant, hotel, or related industry.

Physical Requirements: 

Prolonged periods of sitting at a desk and working on a computer.

Equal Opportunity Statement:

KnowFully Learning Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Pay Transparency Statement:

This position offers a starting salary of $50,000 - $54,000 per year, along with a comprehensive benefits package including health, dental, vision, life, disability, paid time off, and a 401(k) retirement plan with employer match.