Account Coordinator

Spectraforce Technologies, Inc.; Irvine (CA); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Spectraforce Technologies, Inc. in Irvine, CA is seeking an Account Coordinator to manage day-to-day project details and support the account team in project management. This role involves coordinating internal routing, regulatory review systems, and ensuring projects move to print or live status.

You will assist the Creative Team, prepare submissions to Veeva, and maintain project trackers. Strong communication, attention to detail, and multitasking are essential in a fast-paced, hybrid

Qualifications

• Experience in project management, advertising or a service business discipline.
• Ability to prioritize, review others work, and adapt in a fast-paced environment.
• Detail oriented with strong multi-tasking and organizational skills.
• Excellent interpersonal and written/oral communication.
• Team-player who works independently with sound judgement.
• Proficiency in Excel, Word, PowerPoint and Adobe.

Responsibilities

• Manage day-to-day project details and support account team in project management.
• Assist Creative Team input and participate in development sessions.
• Prepare projects for submission to Veeva, manage references, creation and uploads.
• Coordinate live client meetings, set up conference rooms, and handle meals.
• Oversee billing, estimates, and tracking to inform project status.
• Maintain documentation for account management and prepare status reports.

Skills

Project management

Advertising

Communication

Team player

Self-starter

Detail oriented

Multitasking

Education

Bachelor's degree or equivalent

Tools

Excel

Word

PowerPoint

Adobe

Job description

Position Title: Account Coordinator

Work Location: Irvine, CA, 92612

Assignment Duration: 12 Months (Potential Extension)

Work Arrangement: Hybrid (Monday remote, Tuesday-Thursday onsite, Friday remote)

Position Summary

Manages the day-to-day details of projects and supports account team on project management as needed. This includes: helping with project routes within internal routing system, regulatory/medical review system and final completion to print or go live.

Key Responsibilities

• Understands the details and relevance of all jobs to communicate effectively with all Agency personnel to ensure assigned projects are correctly executed on time and within budget. Helps troubleshoot to ensure schedules are met.
• Assists account team in providing input for Creative Team and participates in creative development sessions.
• Prepares projects for submission to Veeva. This includes appropriate reference approval within Veeva librarian, Veeva job creation, and Veeva project uploads. Coordinates with account team and APC coordinator regarding cycling and approval of projects within Veeva. Maintains a Veeva tracker that includes status of all projects within the Veeva review system. Reviews and provides Veeva comments to determine action/next steps to account team.
• Coordinate live client meetings, this includes conference room set-up, ordering and organization of meals and clean up.
• Handles projects and monitors billings for assigned Client projects. Ensures that all Agency paperwork, estimates, and billing are correctly completed and filed. Completes and maintains an estimate tracker to determine project status and billing, shares tracker across departments. Supports budget lead in inputting appropriate billing per project on a monthly basis.
• Responsible for the initiation and maintenance of all documentation required for effective account management/project management: Assists account team with administrative work such as opening jobs, reports, archiving, and organizing files. Creates, updates, and distributes Client and Agency status reports on a regular basis in accordance with account needs. When applicable: Writes and distributes detailed conference reports for Client and Agency meetings on a timely basis. Lead contact with Production manager across all new jobs and reprints. Manages inventory and communication with TIM warehouse, monitors inventory levels and alerts account team when levels are low for reprinting consideration. Maintains agency samples and organization. Organizing and saving all appropriate status reports, steering comments, timelines, final PDFs of projects onto account server location. Maintain organization of server as needed.

Qualification & Experience

• Experience and education equivalent to a B.A. and/or B.S. and up to 2 years of professional experience in project management, advertising or a service business discipline.
• Ability to prioritize, review the work of others and work in a fast-paced, rapidly changing environment.
• Special project handling, detail oriented, and multi-tasking.
• Excellent interpersonal and communication skills, both written and oral.
• Team-player.
• Must be a self-starter, driven for excellence.
• Ability to work independently and exercise sound judgement and discretion in the handling of sensitive confidential matters.
• Well-versed computer skills in business applications (Excel, Word, PowerPoint, Adobe).
• Exhibit potential for continued career growth.
• Understanding of our businesses, culture, and financial processes.