Reconciliation Manager (pharma agency exp desired)

WHAT DOES THE RECONCILIATION MANAGER DO?

The Reconciliation Manager processes key financial data across multiple meetings, including honoraria payments and expense reimbursements, and assists with reconciliation and compliance closeout activities for virtual and live events. The Reconciliation Manager must be very organized, detail-oriented, resourceful, and highly motivated and able to succeed in a dynamic, changing environment. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Manage all aspects of consulting agreements between pharmaceutical companies and HCPs 

• Collect W-9 tax forms if they are not in our database 

• Track and process honoraria and expense reimbursement payments 

• Communicate with speakers/attendees regarding honoraria and/or expense reimbursements 

• Create and update budgets as needed  

• Reconcile program budgets and enter final program spend into meeting management system 

• Interact with internal and external customers and vendors and help expedite work activities to support programming 

• Manage assigned aspects of financial reporting including: 

  • Creating and updating budget and reporting templates 

  • Organizing and retrieving backup documentation for program reconciliations/audits 

  • Handling ad hoc requests from internal team members 

  • Creating reports and producing moderately complex spreadsheets with calculations 

• Process and code vendor invoices through AP 

• Manage AmEx processing 

• Handle compliance closeout duties, ensuring client guidelines and business rules are followed 

• Create open payments/transparency reports and other required compliance reports  

• Ensure all out-of-pocket costs are within compliance 

• Ensure all proper documentation is complete, accurate, and submitted to clients on time and in the appropriate formats 

• Familiarize and adapt to each client's compliance process and business rules 

• Communicate clearly and effectively with Meeting Services, Account Services, and Finance team members 

• Be proactive, be prepared, take ownership, and QC all work 

• Meet all established deadlines 

• Prioritize work and ask for direction when uncertain or in need of extra support 

• Understand how to separate and combine tasks into efficient workflow 

• Monitor calendar for scheduled activities and come prepared to internal meetings 

• Support additional ad hoc meeting-related tasks as needed and approved by manager 

• Submit timesheets on time 

• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.   

• All other duties as assigned