Office coordinator Jobs in Nyon

Company Description

At Intuitive, we are united behind our mission : we believe that minimally invasive care is life-enhancing care. Through ingenuity and intelligent technology, we expand the potential of physicians to heal without constraints.

As a pioneer and market leader in robotic-assisted surgery, we strive to foster an inclusive and diverse team, committed to making a difference. For more than 25 years, we have worked with hospitals and care teams around the world to help solve some of healthcare's hardest challenges and advance what is possible.

Intuitive has been built by the efforts of great people from diverse backgrounds. We believe great ideas can come from anywhere. We strive to foster an inclusive culture built around diversity of thought and mutual respect. We lead with inclusion and empower our team members to do their best work as their most authentic selves.

Passionate people who want to make a difference drive our culture. Our team members are grounded in integrity, have a strong capacity to learn, the energy to get things done, and bring diverse, real world experiences to help us think in new ways. We actively invest in our team members to support their long-term growth so they can continue to advance our mission and achieve their highest potential.

Join a team committed to taking big leaps forward for a global community of healthcare professionals and their patients. Together, let's advance the world of minimally invasive care.

Job Description

Primary Function of Position :

The main objective of this newly created HCP Engagement Coordinator role is to centralize and coordinate efforts in obtaining and organizing the necessary documentation of engagements between Intuitive and Heath Care Professionals. Consistently delivering the highest level of service to ensure the best possible customer experience with every interaction. This will be done by coordinating key activities and processes related to events with HCPs for Customer Training, Sales, Marketing (and others), and providing the support required to meet specific local HCP Compliance requirements. The role will also concentrate on enabling scalability by prioritizing process efficiency and automation across our established platforms.

Roles and Responsibilities :

• Collaborate with Sales, Marketing, Customer Training, Clinical Affairs and other groups, to meet business needs and support events with HCPs.
• Act as a coordinator and key support for multiple internal stakeholders, all the way from HCP nomination, contracting, onboarding, event execution, to reimbursement / payment and follow up.
• Within scope of responsibility, ensure all quality, regulatory, compliance and process-specific requirements are met.
• Support all related processes and activities, in SFDC and other appropriate business tools (Smartsheet…).
• Manage event resources in business systems (SFDC, Coupa, Smartsheet…).
• Manage approval flows and exceptions.
• Regional scope is EU Direct and WW Indirect.
• Identify process improvements and drive operational efficiencies.
• Develop and continuously enhance the process to track, record execute and administrate customer events that involve HCPs, in the various Intuitive business systems, with a focus on automation.
• Provide excellent customer service to internal and external customers.
• Mentor new hires and on-board cross-functional teammates.
• Meet deadlines and complete administrative tasks such as HCP Compliance admin support, expenses, reporting, in a timely manner.
• Maintain critical documentation for standard operating procedures for key processes.
• Identify HCP Compliance declaration needs, gather and submit necessary documentation to meet local requirements and deadlines.
• Manage various notification and authorization processes with competent authorities (Mdeon, CNOM, GMC…) via their dedicated platform.
• Declare to the authority any hospitality (meals, transport, overnight stay) paid by Intuitive to HCPs, respecting deadlines.
• Coordinate sending of conventions including event agenda, invitation, and travel information. Follow up with HCPs to ensure timely signature and submission.
• Liaise with travel agency as necessary.
• Ensure proper documentation is signed before the event takes place, as per local regulations (e.g. Dienstherrengenehmigung).
• Manage Attendance Confirmation Letters for HCPs attending Intuitive events or activities.
• Manage Educational Surgeon Agreements for US speakers.
• Send Attendance Certificate letters to HCPs post-event upon request.
• Work closely with the HCP Compliance team to keep up to date with new regulations and implement as needed.
• Support internal teams with HCP Compliance related process issues.
• Ensure storage and accurate provision of relevant information (HCPs activities and payments) for transparency reporting.
• Establish professional relationships with internal departments such as Finance / HCP Compliance, Legal, Sales, Contracts, Marketing, Customer Training, Clinical Affairs, Customer Training Support…, as well as with external business partners (HCPs, local authorities).
• Use and maintain existing reports, gather data from multiple systems to provide metrics.
• Participate in projects as assigned and other general administrative functions as required by business.

Qualifications

Required Knowledge, Skills, and Experience :

Additional Information

Intuitive is an Equal Employment Opportunity Employer. We provide equal employment opportunities to all qualified applicants and employees, and prohibit discrimination and harassment of any type, without regard to race, sex, pregnancy, sexual orientation, gender identity, national origin, color, age, religion, protected veteran or disability status, genetic information or any other status protected under federal, state, or local applicable laws.

We will consider for employment qualified applicants with arrest and conviction records in accordance with fair chance laws.