Project Specialist, HCP Contracting (Remote)

The Project Specialist will work closely with the client to understand the program goals and objectives and provide a return on their investment throughout each aspect of the program. The Project Specialist would be able to manage multiple projects simultaneously, be very organized and feel comfortable having contact with the clients. They would be involved in and/or responsible for the following tasks, as well as administrative tasks such as providing strategic recommendations on the HCP contracting process and assisting the Customer Success team in preparing contracting SOP’s.

What you will do here:

• Project management with consultative approach for virtual, hybrid or in person meetings
• Client, Financial, and HCP Management
• Manage multiple projects on tight timelines
• Adherence to various policies (i.e. confidentiality, sensitive communication, intellectual property)
• Interact with individuals and groups from business units and other areas of the organization, in addition to HCPs
• Become the main contact for customers and stakeholders for all assigned contract types
• Research HCP status and contract availability in client system
• Develop and monitor contract workflow from the initial phase through to completion
• Utilize client contracting templates to create contract, obtain approval, and finalize all necessary signatures to execute HCP contract
• Communicates with HCP regarding contracts, required information (e.g., missing information, clarification of information, documentation and obtain signatures
• Ensure accuracy and appropriateness of HCP contract documentation and attachments; set-up new contracts; terminate expired contracts; and general maintenance of active contracts
• Utilize the client system to check on status of contracts
• Communicate contract updates to internal team throughout the lifecycle of the contract
• Complete client debarment process
• Manage HCP contract tracker
• Request and track CV’s, W9/W8
• Attend client update calls and liaison with the client and internal team on contract status and provide updates
• Ensure contracts are compliant with all client regulations
• Communicate issues as appropriate and align with internal stakeholders
• Escalate any issues or questions to the client compliance department
• Notify M&IW team members when contracts are complete and prompt logistics to begin
• Customize HCP Invoice template with program details and send out to HCP’s to complete, manage follow up with HCP’s to ensure invoices are received in a timely manner
• Work with client to gain approval on all invoices prior to payment
• Complete Fee for Service tracking grid
• Collaborate with HCP payments team to answer expense policy questions
• Complete final reconciliation process including preparing customer invoice and working through audit process with internal finance team
• Responsible for uploading final documentation into client systems

Financial Management

• Full understanding of client financial internal requirements and deadlines
• Budget creation/management
• Manage all event related payment requests and processing
• Full audit and reconciliation of the hotel and other vendor invoices
• Cost savings worksheet creation and management
• Final invoice document management
• Reconciliation management including estimated invoice and final invoice requirements

Onsite Physical Activities (Non-Essential Functions) 

This position includes a set of nonessential physical activities associated with onsite event support. These activities are not fundamental to the core duties of the Project Specialist role but may be required during live event execution. While the essential functions of the position center on planning, coordination, communication, client management, and project leadership, certain onsite tasks involve physical activity that supports event operations and if unable to perform these physical activities the company needs to know.  

Physical activities include, but are not limited to the following: 

• Movement & Positioning: Frequent standing and walking are required, particularly during event setup and teardown, registration, and onsite administration. Extended periods on one’s feet are common throughout an event, often up to 4 hours without a rest break. A typical onsite day may last 8 to 14 hours, depending on client needs and agreements. 
• Sitting: Occasional sitting is required during planning meetings, travel to and from event sites, computer-based work, or registration duties. 
• Lifting and Carrying: Ability to lift, carry, push, or pull event materials, supplies, signage, or equipment weighing 25 to 40 pounds. Items over 25 pounds require assistance from another M&IW team member. 
• Reaching and Grasping: Event setup and breakdown may involve reaching overhead and handling tools or materials. 
• Bending/Kneeling/Crouching: Occasionally required during event setup and breakdown. 
• Repetitive Motions: Repeated hand and arm movements may occur during tasks such as preparing registration, arranging event spaces, or setting up displays. 
• Travel Requirements: Frequent travel to event sites, venues, and client locations, often involving overnight stays. This may include navigating airports, train stations, hotels, and conference centers. 
• Operating Vehicles: Occasional driving may be required to transport materials or travel to off-site event locations. This applies only to approved drivers with prior authorization from the Onsite Lead. 
• Working in Varying Environments: Events occur in diverse settings, including indoor venues (conference centers, hotels) and outdoor spaces. Fluctuating temperatures, weather conditions, crowded or noisy environments, and varying lighting levels may be encountered. 

Who you will work with:

• Reporting to the Manager or Director, Event Experience, Event Management Services or the Director or Manager of the Customer Success team
• Internal team members from multiple departments
• External clients and key stakeholders
• Vendors and supplier-partners

What we expect: 

Details of these areas are shared during interviews and monthly reviews:

• Cultural Excellence 
• Role Expectations
• Emotional Intelligence

What you will bring:

• College degree or equivalent experience
• Minimum 2 years of experience in HCP contracting
• Understanding of policies and issues pertaining to events with HCPs in attendance
• Knowledge of HCP payments: Fee for service (FFS), honoraria, and Expense reimbursement (NEER)Knowledge of virtual and hybrid event options
• Proven excellent oral and written communication skills in both internal and client-facing environments
• Demonstrated track record of successfully managing multiple projects simultaneously
• Experience working in a virtual office environment a plus
• Proficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point)
• Experience in Smartsheet
• Experience with database management programs (Cvent preferred)

What we provide:

• Competitive salary
• Health, Dental, Vision and Life Insurance options
• 401K plan
• Paid holidays
• Accrued personal time off for vacation and sick leave
• Laptop, additional monitor, and mobile phone
• Global Giveback program for volunteer service
• Remote Office / Work from home, or option to work in our corporate headquarters located near Milwaukee

Who we are:
Meetings & Incentives Worldwide, Inc. is an Equal Opportunity Employer who prohibits discrimination and harassment of any kind and affords equal employment opportunities to all employees and applicants without regard to race, color, religion, sex (including pregnancy, childbirth, reproductive health decisions, sexual orientation, and gender identity), national origin, age, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state, or local law.  Meetings & Incentives Worldwide, Inc. specializes in global event management with virtual, hybrid, and in‑person experiences of all shapes and sizes, as well as consulting and enterprise strategies. As an entrepreneurial organization, we place customers at the center of everything we do and prioritize their needs through our core values of quality, agility, flexibility, and innovation. M&IW is a third generation, privately held, certified Women's Business Enterprise (WBE) in business for more than 50 years. Headquartered in Wisconsin, USA, and supported by a remote workforce across the US and in the UK, China, and Brazil.

GLOBAL HEADQUARTERS:        

10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 | Phone +1 262-835-3553

www.meetings-incentives.com

M&IW associates are located throughout the US, UK, Latin America and Asia Pacific Regions.