Marketing Coordinator

Responsibilities

• Preparation and processing of contracts, invoices, and closing documents with vendors and contractors (KOLs, event agencies, advertising agencies, etc.), including document scanning and photocopying.
• Maintenance and regular updating of internal reports, KOL databases, and tracking files (e.g., CME plans and related records).
• Maintenance of electronic and hard-copy archives of events and related documentation (SharePoint, KOL documentation, pre- and post-event documentation).
• Coordination of document execution, approvals, and material reviews with internal departments and event management agencies.
• Preparation and administration of contracts, appendices, and budgets/estimates with agencies, printing houses, publishers, experts, and other external vendors.
• Collection of quotations, proposals, and supporting documentation from suppliers and service providers.
• Monitoring the workflow and approval process of contracts, appendices, completion certificates, and invoices.
• Maintenance of registers for contracts, events, payments, and closing documents (Invoice Payment, DocuSign).
• Monitoring contract validity periods, arranging contract renewals, and ensuring timely receipt of original documents.
• Monitoring outstanding balances and open advances with vendors and event agencies.
• Coordinating with venues, agencies, hotels, and other service providers.
• Preparing participant lists, invitations, event agendas, name badges, promotional materials, and certificates.
• Collecting required documentation and preparing post-event reports.
• Supporting the planning, organization, and execution of marketing events, including exhibitions, conferences, round tables, webinars, and presentations for healthcare professionals, pharmacists, pharmacy chains, and business partners.
• Assisting in the preparation and execution of exhibitions, conferences, promotional activities, and photo/video shoots.
• Ensuring smooth execution of all administrative and organizational processes related to events.
• Coordinating the dispatch and receipt of documents to and from regional offices.
• Collecting event reports, photographs, and supporting documentation for completed activities.
• Maintaining databases and participant lists of healthcare professionals, pharmacies, and project participants in accordance with internal company requirements.

Requirements

• Bachelor's degree in Marketing, Business Administration, Management, Economics, or a related field.
• 1-2 years of experience in an administrative, marketing coordination, event coordination, or assistant role is an advantage.
• Proficiency in English at Intermediate level or above (both written and spoken).
• Strong knowledge of Microsoft Office applications, particularly Excel, PowerPoint, Word, and Outlook.
• Experience working with document management systems, electronic approval workflows, and SharePoint is an advantage.
• Strong organizational and coordination skills with the ability to manage multiple tasks simultaneously.
• Attention to detail and accuracy in document preparation and record keeping.
• Good communication and interpersonal skills for effective interaction with internal stakeholders and external vendors.
• Ability to work independently, prioritize tasks, and meet deadlines.
• Experience in event coordination, vendor management, or the pharmaceutical industry will be considered an asset.