Administrative​/Clerical Coordinator, Office Administrator​/ Coordinator

Job Duties and Responsibilities

• Assist Account Services team in the management and execution of specific project related tasks
• Keep Dynamics and/or Project Master Tracker up-to-date based on information provided by Account Services team members
• Draft Consultancy Agreements and other HCP communications based on existing templates
• Prepare account service-related documents for virtual/live meetings, such as invitation letter, welcome letter, meeting agendas, participant lists, evaluation forms, print material (name badges, tent cards), and other as necessary
• Administrate and submit purchase request orders and invoices within the financial system
• Prepare honoraria payment request forms and ensure timely submission to finance department
• Follow up with HCPs for outstanding honoraria payments/W9/W8-BEN forms
• Work with Meeting Managers to help coordinate services for live and virtual meetings and related activities such as audio-visual, ARS, webcasting, F&B, and signage & materials printing on assigned projects
• Support Account Services team with facilitating logistics and registration tasks as needed
• Support the preparation of project final reconciliations
• Maintain current work-in-progress records and archives of past project information as appropriate
• Assist in the creation of project codes in Intacct
• Provide general day-to-day administrative support to the Account Services team
• Ensure company systems and procedures are adhered to and/or improved to ensure all expectations are fulfilled
• Comply with organizational requirements for protection and use of intellectual property

The above job description in no way states or implies these duties are the only duties performed by this employee. The incumbent is expected to perform other related duties necessary for the effective operation of the department and company.

The Company reserves the right to change or alter any of the above duties and responsibilities according to the operational needs of the department and Company.

• Requires a High School education but college degree preferred
• 2-3 years of experience working in an office environment
• Excellent decision making, critical thinking and problem-solving capability in a very fast-paced environment
• Be highly organized and able to track multiple operational needs
• Have a desire to grow and learn about event/project management
• Excellent communication and interpersonal skills
• Experience in spreadsheets and project management software is preferred
• Proven efficiency in the use of Office 365
• Excellent communication skills both verbally and written
• Organized and detailed orientated
• Able to work with deadlines and manage multiple projects

• Verification of employment history, professional references, and education or training.
• Eligible Candidates must live in the US and be able to work in the US

• Work is normally performed in a typical interior/office work environment
• Travel may be required based on business needs (domestically and internationally) and attend virtual programs outside of working hours as needed.

Aptitude Health is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

• 100% remote working environment
• Annual performance bonus eligibility
• 401(k) with employer match
• Paid Time Off (combined vacation & sick)
• Paid Holidays
• Paid Life & Disability Insurance

The range for this role is $50,000 - $60,000 and based upon several factors including experience, education, skills, training, qualifications, location, and company need.