Sales & Marketing Coordinator  

Healthspan Global Inc. is seeking a detail-oriented and proactive Sales & Marketing Coordinator. The primary objective of this role is to enable sales growth by removing administrative burdens from the sales team. You will act as the operational bridge between Sales, Marketing, Finance, and Supply Chain, ensuring seamless execution of sales reporting, travel logistics, and invoice management.

Key Responsibilities

1. Sales Reporting & Performance Analysis

• Generate and analyze daily and weekly sales reports to track team performance against targets, utilizing advanced data manipulation skills (e.g., MS Excel).
• Monitor stock availability and communicate supply levels to the sales team to prevent missed opportunities.
• Analyze marketing campaign performance and provide data-driven insights to the Sales Manager to optimize future strategies.
• Maintain accurate records of sales data and customer interactions to ensure data integrity for decision-making.

2. Financial & Supply Chain Coordination

• Act as the liaison between the Sales team and Finance/Supply Chain departments to resolve outstanding invoices and payment issues.
• Process payments and safekeep sales/service invoices from vendors and Healthcare Professionals (HCPs) to ensure timely reconciliation.
• Assist in the preparation and processing of price quotations and sales contracts for doctors and institutions.
• Follow up directly with doctors and clinics regarding pending payments or documentation, maintaining professional relationships while ensuring collections.

3. Administrative & Operational Support

• Provide comprehensive clerical support to the sales team, including managing contracts, treatment forms, and regulatory documents.
• Work in partnership with Office Manager for event management at the Healthspan Academy
• Manage travel logistics, including flight and hotel accommodations for the sales team and visiting doctors (HCPs) for medical conventions, advisory boards, and meetings.
• Coordinate venues and logistics for medical conventions and marketing events, ensuring seamless execution.
• Collate all documents related to product registration in coordination with the Supply Chain Manager and Regulatory Affairs Specialist

4. Marketing & Supplier Liaison

• Collaborate with external suppliers and vendors to produce marketing materials and ensure timely delivery.
• Support the execution of medical education events and training by managing attendee lists, materials, and on-site logistics.

Education & Experience

• Bachelor’s degree in Business Administration, Marketing or a related field (Nursing/Medical background is a plus).
• 3+ years of experience in a sales coordinator, administrative, or commercialization role within the pharmaceutical, aesthetic, or medical device industry.
• Proven experience supporting sales teams with travel arrangements, event management, and document control.

Skills & Competencies

• Advanced Proficiency in Microsoft Office, particularly Excel (pivot tables, v-lookups for reporting).
• Strong organizational skills with the ability to manage invoices, quotations, and contracts simultaneously.
• Excellent communication skills for effective follow-ups with doctors, finance teams, and supply chain partners.
• Ability to handle sensitive regulatory documents and patient/doctor data with confidentiality.