Job Specifications
Job Title: Account Coordinator
Duration: 12 Months (Possible Extension)
Location: Irvine, CA 92612 (Onsite)
Schedule: Monday to Friday, 9:00 AM to 5:00 PM PT
Role Overview
The Account Coordinator will support day-to-day agency and client activities for client-related projects. This role works closely with cross-functional teams to manage projects from initiation through completion, ensuring timelines, budgets, and quality standards are met. The position requires strong organizational skills, clear communication, attention to detail, and the ability to work independently with minimal supervision.
This is an onsite role in Irvine, CA with strong growth potential, possible extension, and a long-term conversion path. Candidates will gain meaningful exposure to healthcare marketing, creative development, and client-facing project coordination.
Top Required Skills, Experience, or Education
B.A. degree experience and education (Bachelor’s degree strongly preferred and required for long-term conversion)
3 to 5 years of professional experience in finance, advertising, healthcare marketing, or a service-based business discipline. Internship or early-career profiles may be considered if the candidate demonstrates strong drive, organization, and communication skills.
Highly organized with a strong administrative or project coordination background
Self-starter with the ability to work independently and manage projects with minimal supervision
Excellent interpersonal and communication skills, both written and verbal
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)
Nice to Have (Not Required)
Background in healthcare marketing
Experience with Veeva Vault systems (used heavily on a daily basis)
Basic accounting or finance background
Roles and Responsibilities
Project Management and Client Support
Manages the day-to-day details of client projects from initiation to completion, ensuring delivery on time and within budget with minimal supervision
Keeps Supervisor advised of up-to-date project details and status
Understands the scope, details, and relevance of all assigned projects to communicate effectively with agency personnel
Coordinates with cross-functional teams including creative, design, project management, traffic, and production
Troubleshoots issues to ensure schedules and deliverables are met
Assures all agency paperwork, estimates, billing, timelines, and documentation are completed accurately and filed properly
Manages delegated projects independently from start to finish
Prepares projects for submission to Client and Medical or Regulatory teams, including references and supporting documentation
Coordinates cycling and approval processes with Client and Medical or Regulatory teams
Reviews Client and Medical or Regulatory feedback with Supervisor to determine appropriate next steps
Interfaces directly with clients regarding deliveries, scheduling, project estimates, and day-to-day coordination
Assists Supervisor by providing input to the Creative Team and participating in creative development sessions
Budget Tracking and Financial Coordination
Handles assigned client projects and monitors expenditures throughout the project lifecycle
Develops timely and accurate project estimates with input from Traffic, Creative, Production, and other agency departments
Provides clients with accurate and timely budget reports, including Tactical Calendars comparing budgeted versus actual spend
Supplies budget guidelines to Creative and Production teams
Works closely with the Project Manager, Traffic team, and Creative team to control costs and maintain budget compliance
Documentation and Administrative Responsibilities
Initiates and maintains all documentation required for effective account management
Gathers pertinent information and develops complete and accurate project requisitions
Creates, updates, and distributes client and agency status reports based on account needs
Writes and distributes detailed conference and meeting reports in a timely manner
Creates additional documentation as required by the account
Assists Supervisor with administrative tasks including opening jobs, reporting, archiving, and organizing files
Essential Skills and Abilities
Ability to prioritize, multitask, and work effectively in a fast-paced, rapidly changing environment
Strong attention to detail and special project handling capabilities
Excellent interpersonal and communication skills, both written and oral
Ability to work independently and exercise sound judgment and discretion when handling sensitive or confidential information
Strong computer skills across standard business applications
Demonstrated potential for continued career growth
Understanding of client businesses, culture, and financial processes
Additional Role Details
Works closely with the agency support team
Collaborates closely with a Project Manager to maintain timelines and deliverables
Supports projects across both print and digi
About the Company
Welcome to SPECTRAFORCE, your gateway to NEWJOBPHORIA(tm)!
Established in 2004, SPECTRAFORCE is now one of the largest and fastest growing U.S. staffing firms renowned for its exceptional client service, SPECTRAFORCE's innovative A.I.-powered talent acquisition platform and proven methodologies set us apart in the industry.
We offer a comprehensive range of services including Contingent, Permanent, and Statement of Work (SOW) staffing solutions. Our expertise extends across multiple sectors such as Technology, Financial Se...
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