Global Meeting Services Support Specialist (Spanish Speaker)

Job Description

Our company's Global Business Services (GBS), located across three regions (Americas, Europe, and Asia), are responsible for the timely and efficient delivery of standardized, global financial processes. The GBS will be responsible for the execution and delivery of a broad range of financial services and processes across our organization's business divisions and markets.

The Global Meeting Services Support Specialist is responsible for supporting the global meeting and congress financial process from preparation of engagement agreements for Healthcare Professionals and Organizations to payment via corporate card or purchase order to meeting reconciliation as well as the meetings closeout processes. Payments can include expense reports for corporate meeting expenses and Portal Payment Requests (PPR) for Meeting Planning Agency payment, an Employee Expense Management payment and Health Care Professional reimbursement. Expense reconciliation includes responsibility for verification of meeting-related charges. The Global Meeting Services Support Specialist performs controls that are in line with all company’s policies and guidelines related to meetings and congresses.

Primary responsibilities for this role include, but are not limited to, the following:

• Support the global meeting and congress financial process from agreements preparation to payment to reconciliation.
• Prepare agreements for Healthcare Professionals and Organizations prior to the event based on available templates.
• Support the creation of expense reports on behalf of the indirect procurement and corporate meetings functions and submit documentation per internal guidelines.
  • Audit of Corporate Card statement to ensure all charges on the statement are accurate.
  • Reconcile (for expense reports) Corporate Card statements with charges appearing in the Employee Expense Management System
  • Reconcile invoices/statements prior to expense report/PPR preparation and submission.
  • Validate required receipts for expense report are available/attached.
  • Request any missing receipts/invoices from Meeting Planning Analysis
  • Ensure submission of expense reports/PPRs are done timely to avoid late payments.
• Support and process creation of purchase orders, vendor adds, and associated invoices payments as needed to support the program.
• Ensure that all payments, reconciliation files and journals are tracked and processed in a timely manner and according to organization's financial processes.
• Work closely with the Meeting Planning Agency (MPA) to facilitate payments for congresses and meetings.
• Work with our company's Card Strategy and Procure-to-Pay organizations as needed for payment issue resolution.
• Maintain and continuously update process documentation (Standard Operating Procedures)
• Handle inquiries as needed.
• Demonstrate professionalism and attention to detail in dealing with colleagues, internal clients, and suppliers.
• Assist management to facilitate continuous process improvement and ensure tight cost control, leading and supporting Lean initiatives and maintaining integrity of systems.
• Any other duties that are within the scope, spirit or purpose of the role or as reasonably requested.

Education:

• Bachelor’s degree in business administration, Science, Economy, Accounting, Finance, or any other related disciplines.

Skills Required:

• Effective communication (internal & externally) skills both written and spoken in Spanish and English. Other languages are welcomed.
• Minimum 3 years of work experience in end-to-end HCP meetings and events. Or minimum 3 years of work experience in accounting, payroll, accounts payable, finance or business administration.
• Technical skills: Advanced Microsoft package, Power BI, Data Analytics, RPA, Six Sigma.
• Demonstrated continuous improvement skills.
• Detail oriented.
• Resilient.
• Ability to work collaboratively within a geographically disbursed team in a fast-paced and high-volume environment with emphasis on accuracy and timeliness.
• Strong communication, interpersonal, and organization skills required.
• Positive and proactive attitude, can-do mindset, problem solving and analytical skills.

Preferred:     

• Experience with SAP (Employee Expense Management, Shopping/Purchase Order, and Payment Portal Requests), CVENT, VEEVA.
• Results oriented, sense of urgency, knows how to prioritize, ability to communicate and to create rapport with stakeholders, growth, and digital mindset.
• Should have a broad knowledge and understanding of most meeting types, be familiar with congresses/