Account Coordinator I

Spectraforce Technologies, Inc.; Irvine (CA); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Spectraforce Technologies, Inc. is seeking an Account Coordinator I to manage day-to-day project details and support the account team in project management.

Responsibilities include routing within internal systems, regulatory/medical review processes, and preparing projects for print or live release. The role involves coordinating meetings, organizing materials, and maintaining trackers for project status across departments, with hybrid work arrangement and onsite days.

Qualifications

• Experience in project management, advertising or service business.
• Bachelor's degree or equivalent with up to 2 years of professional experience.
• Strong organizational and multi-tasking abilities.
• Excellent interpersonal and written/oral communication skills.
• Proficiency with MS Office and common business software.

Responsibilities

• Coordinate project routes and manage project details to ensure on-time, on-budget delivery.
• Support account team in providing input for Creative Team and participate in development sessions.
• Prepare projects for submission in review systems and maintain status trackers across departments.
• Coordinate live client meetings, including room setup, meals, and cleanup.

Skills

Prioritization

Communication

Teamwork

Independence

Discretion

Proficiency in MS Office

Attention to detail

Education

Bachelor's degree

Tools

Excel

Word

PowerPoint

Adobe

Job description

Position Title: Account Coordinator I

Work Location: 18581 Teller Avenue, Irvine, CA 92612

Assignment Duration: 1 Year

Work Schedule: Monday-Friday; Monday and Friday remote, Tuesday-Thursday onsite.

Work Arrangement: Hybrid

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:

1. Project Coordination and Account Support

• 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 our organization's review system. This includes appropriate reference approval within the review system librarian, job creation, and project uploads. Coordinates with account team and review coordinator regarding cycling and approval of projects within the review system. Maintains a tracker that includes status of all projects within the review system. Reviews and provides 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.

2. Project Billing and Tracking

• 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.

3. Documentation and Account 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 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

Education and 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.

Essential Skills and Abilities

• 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.