Logistics (Travel Agency) Coordinator:
This position will manage logistics related to patients traveling internationally to receive a specialized medical treatment, in the field of fertility. This role will be reporting to the Program Coordinator, Administration Manager, and/or General Manager. Mostly supervision and communications work requiring a service orientation.
• The position requires a fluent bilingual command of English and French.
• The work schedule is in North America Eastern Standard Time (EST) but sometimes can even extend to the evenings of EST due to the nature of logistics management. (e.g. travel booking that is pending and drags into the evening due to pending approvals from the intended passenger)
• Having previous experience managing logistics, or travel would be advantageous.
Volume of work hours may increase over time.
The Logistics Coordinator is responsible for overall Administration, Operations and Logistics coordination related to servicing the travel and logistics’ needs of patients traveling internationally as part of their “medical tourism” treatment.
Where the Logistics Coordinator is unable to be physically present to manage tasks, they will direct an On Site Coordinator at the destination clinic to act as their logistics arm at the destination site.
In the performance of their duties, the Logistics Coordinator will report to the Program Coordinator for Logistics related subjects, to the Administrator for Admin/Accounting related subjects, and for all other matters to the General Manager.
In addition to the aforesaid, the Logistics Coordinator will also be responsible, among other things, for these additional activities:
• Provide logistical support
o Arrange for transportation of patients (airfare, airport pick up, transport from hotel to clinic and back, local tours etc.)
o Arrange for accommodations (hotel) for patients
o Arrange for shipment of medications and promotional materials to clinics and patients when needed.
o Arrange and manage the shipments of frozen semen, oocytes, embryos or and/or other biological non hazardous material around the world, on behalf of patients.
• Supervise Patients on site at Destination Clinic – via On Site Coordinator
o Reserve flights for patients by liaison with travel agents worldwide
o Book accommodations for Patients and coordinate with local transportation suppliers for transporting patients for duration of their stay in the destination clinic.
o Ensure that Patients check into Airport smoothly.
o Pre-check Patients at hotel, prior to airport pick up and insure that the rooms ordered meet with company standards and expectations.
o Ensure patients are greeted with water upon arrival at airport and/or other complimentary arrangements that the company may have decided to arrange for patients at hotel.
o Welcome Patients and transport them to hotel accommodation. (via on site patient coordinator)
o Check patients into hotel and provide local orientation as well as touring/leisure activities.
o Remain in close contact with Patients for the purpose of supervision, comfort provision, entertainment and local guidance including translation service for communication purposes if needed.
o Transport Patients to Clinic for pre-egg collection and pre-embryo transfer tests.
o Transport and/or arrange for local travel/tourism for patients as may be required while they are waiting for their embryo transfer.
o Transport and Patients back to hotel after each visit to the clinic.
o Check patient into a flight heading home after their treatment is completed and when they are due to return home.
• Clinic Set Ups
o Research Clinics (contact info, clinic background)
o Set up appointments for General Manager with clinics
o Create a briefing for General Manager about clinic
• Provide Liaison services between the Company and its clients/ clinics/ suppliers
o Work closely with Suppliers, clinics, and patients ensuring that communication flows in an accurate and timely fashion acting as an information-clearing house.
• Record Management
o Issue post-treatment surveys to patients and follow up to ensure they are returned and report the feedback.