Back Office Coordinator

Program Coordinator

Company Overview:
Kartavya Healtheon is a leading B2B healthcare company headquartered in Mumbai, dedicated to advancing patient engagement models. Our services encompass patient support programs, in-clinic camps, and specialty pharmacy services. We are currently running a Patient Nutrition Program in collaboration with one of our pharmaceutical clients, with the goal of providing essential nutritional education and support to patients. As part of our program team, we are seeking a highly organized and proactive Program Coordinator to ensure the smooth operation of the program at the ground level.

Job Overview:
The Program Coordinator plays a vital role in supporting the efficient execution of the Patient Nutrition Program. This position involves various responsibilities, including managing and checking Nutrition / Clinical Dietician visits, monitoring attendance, coordinating program requirements in the field, and serving as a liaison between Nutrition/Clinical Dietician and Regional Managers (RMs). The Program Coordinator will also play a crucial role in data management, supporting RMs and the National Manager, and ensuring timely reporting. Additionally, the role involves collaborating with the HR department for Nutrition/Clinical Dietician on boarding and replacement, as well as managing inventory and distribution of program materials to Clinical Dietician.

Job Description – Program Coordinator

Responsibilities:

Program Oversight:

• Monitor and manage field staff visits including Clinical Dieticians, across doctor clinics, maternity homes, and pharmacies.

• Ensure all field staff adhere to program schedules, SOPs, and requirements for respective activities.

• Track and validate field staff attendance via portal systems; support staff with HRM thread issues, attendance marking, and salary-related concerns.

• Validate and process activity expenses

• Coordinate induction and training schedules in consultation with trainers and new joiners.

Field Coordination:

• Serve as a central coordination point between HO and Field Team.

• Facilitate smooth communication via WhatsApp and phone calls between field staff and RMs.

• Ensure new joiner documents are signed, scanned, and recorded after training completion.

• Address team feedback, and resolve app or portal-related issues promptly.

• Handle dispatches of necessary items (Tabs, SIMs, ID cards, educational material, kits, etc.) to field employees.

• Maintain and update staff rosters and field deployment sheets received from clients.

Data & Reporting:

• Maintain accurate and consistent program data for all field processes.

• Ensure timely preparation and submission of daily, weekly, and monthly reports.

• Provide ad-hoc reports and analytics to Manager as required.

• Ensure data integrity across all touchpoints and systems.

HR Coordination:

• Coordinate onboarding and replacement of Clinical Dieticians or field Employee.

• Liaise with HR and IT teams to ensure system ID creation and access for new employees.

Inventory Management:

• Manage and monitor inventory of program-related materials (bags, aprons, tablets, demo kits, etc.).

• Ensure timely distribution and dispatch of materials to all field employees.

Requirements:

• Bachelor's degree in Science or any relevant discipline.

• Strong proficiency in Microsoft Excel and PowerPoint.

• Effective communication skills in English and Hindi; knowledge of a South Indian language is a plus.

• Prior experience in field coordination/patient program support or fresher’s with a willingness to learn.

• Excellent organizational and multitasking abilities.

Working Conditions:

• Primarily an office-based role with regular coordination via calls and digital platforms.

• Continuous interaction with field employees, RMs, internal teams, and HR.

• Responsibility for smooth operational execution, including training, data management, and inventory oversight.

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 5 years of experience.

More about this Back Office Coordinator job

1. What is the eligibility criteria to apply for this Back Office Coordinator job?
   Ans: The candidate should be Graduate and above and above with 1 - 5 years of experience of experience
2. How much salary can I expect for this job role?
   Ans: You can expect a salary of ₹20000 - ₹25000 per month that depends on your interview. It's a Full Time job in Mumbai.
3. How many working days are there for this Back Office Coordinator job?
   Ans: This Back Office Coordinator job will have 6 working days.
4. Are there any charges applicable while applying or joining this Back Office Coordinator job?
   Ans: No, there is no fee applicable for applying this Back Office Coordinator job and during the employment with the company, i.e., KARTAVYA HEALTHEON PRIVATE LIMITED.
5. Is it a work from home job?
   Ans: No, it’s not a work from home job and can't be done online.
6. How many openings are there for this Back Office Coordinator role?
   Ans: There is an immediate opening of 1 Back Office Coordinator at KARTAVYA HEALTHEON PRIVATE LIMITED
7. Who can apply for this job?
   Ans: Both Male and Female candidates can apply for this Back Office / Data Entry job.
8. What are the timings of this Back Office Coordinator job?
   Ans: This Back Office Coordinator job has 09:00 AM - 06:00 PM timing.