Account Coordinator

The Planet Group; Irvine (CA); Hybrid; USD 22,000 - 29,000; Full time

Job summary

The Planet Group in Irvine, CA is seeking an Account Coordinator to support a global pharmaceutical client. The role is hybrid in Irvine, CA, with a 1-year duration and pay between $16 and $21.31 per hour, W2 with benefits.

Responsibilities include managing project details, coordinating with the account team, preparing Veeva submissions, maintaining trackers, and generating client/agency status reports. Ideal candidates have up to 2 years in project management or advertising and strong

Qualifications

• 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 environment.
• Excellent interpersonal and communication skills, both written and oral.
• Team-player with self-starter attitude and discretion with confidential matters.
• Proficient in Excel, Word, PowerPoint, Adobe.

Responsibilities

• Manage day-to-day details of projects and support account team on project management as needed.
• Assist with project routes within internal routing system and regulatory/medical review workflow.
• Prepare projects for submission to Veeva and maintain Veeva tracker.
• Coordinate with account team on project cycling and approvals in Veeva.
• Handle administrative work such as opening jobs, reports, archiving and organizing files.
• Create, update and distribute client and agency status reports as needed.
• Lead coordination with Production manager for new jobs and reprints.

Skills

Project management

Advertising

Communication

Multitasking

Office software

Education

Bachelor's degree

Tools

Veeva

Job description

The Planet Group is seeking an Account Coordinator to join one of our well-known global pharmaceutical clients.

• Pay: $16-21.31/hr depending on experience (W2 and benefit options)
• Location: Hybrid in Irvine, CA (T-TR onsite)
• Duration: 1 year experience, potential to extend / convert
• Manage the day-to-day details of projects and supports account team on project management as needed
• Help with project routes within internal routing system, regulatory/medical review system and final completion to print or go live
• Understand 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
• Help troubleshoot to ensure schedules are met
• Assist account team in providing input for Creative Team and participate in creative development sessions
• Prepare projects for submission to Veeva, including appropriate reference approval within Veeva librarian, Veeva job creation, and Veeva project uploads
• Coordinate with account team and APC coordinator regarding cycling and approval of projects within Veeva
• Maintain a Veeva tracker that includes status of all projects within the Veeva review system
• Review and provide 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
• Handle projects and monitor billings for assigned Client projects
• Ensure that all Agency paperwork, estimates, and billing are correctly completed and filed
• Complete and maintain an estimate tracker to determine project status and billing, share tracker across departments
• Support 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
• Assist account team with administrative work such as opening jobs, reports, archiving, and organizing files
• Create, update, and distribute Client and Agency status reports on a regular basis in accordance with account needs
• When applicable: Write and distribute detailed conference reports for Client and Agency meetings on a timely basis
• Lead contact with Production manager across all new jobs and reprints
• Manage inventory and communication with TIM warehouse, monitor inventory levels and alert account team when levels are low for reprinting consideration
• Maintain agency samples and organization
• Organize and save all appropriate status reports, steering comments, timelines, final PDFs of projects onto account server location
• Maintain organization of server as needed

Account Coordinator Qualifications:

• 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
• Skilled in 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
• Experience and education equivalent to a B.A. and/or B.S.