Account Coordinator

Position Title: Account Coordinator Work Location: Irvine, CA 92612 - Hybrid Required (3 days onsite / 2 Remote) Assignment Duration: 12 months - based on performance and business needs Work Schedule: Monday-Friday 9 am-5 pm PT Work Arrangement: Hybrid Position Summary: Manages the day-to-day details of Clients' projects, from initiation to completion on time and within budget with minimal supervision. Keeps the supervisor advised of up-to-date details of projects. Background & Context: This role supports our organization's agency/client projects, specifically focusing on medical device products used by healthcare professionals. Qualification & Experience: Experience and education equivalent to a B.A. and 3-5 years' professional experience in finance, advertising or a service business discipline. Highly organized with an administrative background. A Self-Starter with the ability to work independently. Excellent Interpersonal and Communication Skills. Proficiency in the Microsoft Office suite (Word, Excel, PowerPoint, and Outlook). Ability to prioritize, review the work of others, and work in a fast-paced, rapidly changing environment. Special project handling and multi-tasking. Excellent interpersonal and communication skills, both written and oral. Must be a self-starter. Ability to work independently and exercise sound judgement and discretion in the handling of sensitive confidential matters. Well-versed in computer skills in business applications. Exhibit potential for continued career growth. Understanding of our organization's businesses, culture, and financial processes. Background in healthcare marketing and/or experience with Veeva Vault Systems. A basic accounting background would be required. Key Responsibilities: Understands the details and relevance of all jobs in order to communicate effectively with all Agency personnel to ensure assigned projects are correctly executed on time and within budget. Troubleshoots to ensure schedules are met. Assures that all Agency paperwork, estimates, billing, and timelines are correctly completed and filed. Manages delegated projects from start to finish with minimal supervision. Prepares projects for submission to Client and Medical/Regulatory regarding references and other supporting documentation. Coordinates with Client and Medical/Regulatory regarding cycling and approval of projects. Reviews Client and Medical/Regulatory changes with Supervisor to determine action. Interfaces with Client regarding deliveries, scheduling, project estimates, and other miscellaneous issues. Assists the supervisor in providing input for the Creative Team and participates in creative development sessions. Handles projects and monitors expenditures for assigned Client projects. Develops timely and accurate project estimates with input from Traffic, Creative, Production, and other Agency Departments. Supplies Clients with accurate, timely reports (Tactical Calendars) of budgeted versus actual expenditures. Provides budget guidelines to Creative and Production Teams on assigned projects. Works with the Traffic/Project manager and the Creative team to control costs and stay within budget. Gathers all pertinent information and develops complete and accurate project requisitions. Creates, updates, and distributes Client and Agency status reports on a regular basis in accordance with account needs. Writes and distributes detailed conference reports for Client and Agency meetings on a timely basis. Assists the supervisor with administrative work such as opening jobs, reports, archiving, and organizing files.