Coordinator, Travel & Meetings - Applied Medical

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Applied Medical is a new generation medical device company with a proven business model and commitment to innovation fueled by rapid business growth and expansion. Our company has been developing and manufacturing advanced surgical technologies for over 35 years and has earned a strong reputation for excellence in the healthcare field.  Our unique business model, combined with our dedication to delivering the highest quality products, enables team members to contribute in a larger capacity than is possible in typical positions.

Position Description:

This position supports the Travel and Meetings Department with all logistical components of planning and managing corporate travel and facilitating meeting planning both on and offsite.

Key Responsibilities:

• Coordinate all travel logistics for international groups, training classes, Interview Candidates, Surgeon Site Visits, and Internal Team Members while. identifying the most cost-effective and logical travel arrangements.
• Keep up to date with global travel restrictions. Handle billing requirements - prepayments, credit card authorizations, etc.
• Provide advice on passports, visa requirements, etc. 
• Provide exceptional customer service to both internal and external customers.
• Support management with the delivery of timely and accurate reporting of all travel and meeting expenses to be utilized for budgeting and forecasting purposes.
• Monitor unused and refunded airline tickets, ensuring credits and reconciliations are properly handled.
• Interact and provide support to all levels of management, including vendors and consultants.
• Address emergency weeknight/weekend travel booking needs when required.
• Know when to escalate special traveler requests and/or concerns to leadership Maintain and update the International Visitor’s Calendar.
• Process vendor/meeting final invoices.
• Maintain and enhance vendor relations.
• Monitor and support in the tracking and processing of vendor contracts.
• Think outside the box to problem solve or suggest new processes to improve efficiencies that contribute to departmental success.
• Interact with multiple departments to accomplish objectives and meet timelines.
• Manage multiple projects simultaneously while remaining organized, efficient, and flexible.
• Serve as a backup to the Administrator, Travel and Meetings with account reconciliation.  

 

Performance Objectives:

 

Within your first 30 days:

• Have a good understanding of the department and the role within the department.
• Familiarize yourself with desk procedures and templates relating to your role Participate in Applied Foundation Courses become very familiar with Concur, the online booking tool.

Within 60 days:

• Have a general understanding of the field team structure and their roles.
• Begin participating in team meetings Take an active role in booking travel and meetings and Clinical Education Courses.

Within 90 days to one year:

• Keep an open mind to begin looking for ways to improve processes if applicable.
• Cross-train fellow Team Members as a backup for Clinical Education Courses and group travel Cross-train as a backup for the Administrator, Travel and Meetings.

Position Requirements:

• Bachelor’s degree, preferably in Business Administration, Travel or Hospitality Management.
• 3-5 years’ experience in meeting/event planning.
• 3-5 years’ experience arranging corporate travel.
• Proficiency in Microsoft Outlook, Excel, Word, and PowerPoint.
• Advanced knowledge of the Travel/Hospitality Industry.
• Highly motivated self-starter and ability to work independently as well as within the framework of a team.
• Strong leadership and people skills.
• Excellent written, verbal, and phone communication skills; confident in communicating with all levels of management.
• Strong organizational skills and attention to detail.

 

Benefits:

• Competitive compensation range: $65000- $78000 / year (California).
• Comprehensive benefits package.
• Training and mentorship opportunities.
• On-campus wellness activities.
• Education reimbursement program.
• 401(k) program with discretionary employer match.
• Generous vacation accrual and paid holiday schedule.

Please note that the compensation range may be adjusted in the future, and bonus and incentive compensation plans may apply.

 

Our total reward package reflects our commitment to employee growth and well-being, as we invest in your development and offer a range of benefits designed to enhance your career and life.

 

All compensation and benefits are subject to plan documents and written agreements.

 

Equal Opportunity Employer

Applied Medical is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (including pregnancy, childbirth, breastfeeding and related medical conditions), or sexual orientation, or any other status protected by federal, state or local laws in the locations where Applied Medical operates.