Job Title: Ad Agency Account Coordinator
Location: Irvine, CA 92612 - Hybrid Required (3 days onsite / 2 days remote)
Contract: 1-year with possible extension or full-time conversion based on performance and business needs
Work Schedule: Monday - Friday | 9:00 AM - 5:30 PM PT
Position Overview:
The Account Coordinator II acts as the central hub for the Account Services team, supporting day‑to‑day project management and coordination activities.
The coordinator manages project timelines, routes projects through internal review systems, supports creative and regulatory review workflows, and helps manage budgets, estimates, and documentation.
The role requires a highly organized, detail‑oriented, self‑starter who can multitask and thrive in a fast‑paced environment.
Key Responsibilities: Project Management & Coordination:
Manage day‑to‑day details of client projects from initiation to completion with minimal supervision.
Communicate project status and updates to internal teams and clients.
Ensure all agency paperwork, estimates, billing, and timelines are completed and filed accurately.
Assist in creative development sessions and provide input to the creative team.
Support routing of projects through review systems, including regulatory or medical reviews.
Maintain project documentation repositories and status archives.
Budget & Financial Tracking:
Develop accurate project estimates and provide budget guidelines to creative and production teams.
Track project expenditures and ensure projects stay within budget.
Support monthly billing inputs and financial trackers.
Administrative Support:
Open and organize project files, create reports, trackers, and conference reports.
Assist with meeting logistics, materials preparation, and conference room setup.
Maintain Veeva trackers, monitor review status, and support project submission processes.
Team Collaboration:
Work closely with senior team members for training and onboarding.
Communicate timelines, updates, and next steps effectively across cross‑functional teams.
Support production coordination, reprint workflows, and inventory/sample tracking as needed.
Required Skills, Experience, and Education:
Bachelor's Degree (or equivalent experience).
2-5 years of professional experience in advertising, marketing, or service business discipline would be ideal.
This entry‑level role is ideal for recent graduates or candidates with up to 1 year of experience looking to enter the pharma, healthcare, or agency environment.
Proficient in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook.
Highly organized with strong administrative skills. Self‑starter with ability to work independently.
Excellent interpersonal and written/verbal communication skills.
Ability to prioritize tasks, multitask, and handle special projects in a fast‑paced environment.
Preferred / Nice‑to‑Have Skills:
Experience in advertising, marketing, or account services.
Healthcare, pharma, or aesthetics exposure
Experience with budget tracking, financial coordination, or project estimates.
Exposure to routing/workflow/review systems or Veeva Vault.
Basic accounting knowledge.
Familiarity with Adobe tools.
Work Environment:
Fast‑paced, high‑volume environment supporting multiple projects simultaneously.
Opportunity for career growth within account services and project management.
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Contract: 1-year with possible extension or full-time conversion based on performance and business needs
Work Schedule: Monday - Friday | 9:00 AM - 5:30 PM PT
Position Overview:
The Account Coordinator II acts as the central hub for the Account Services team, supporting day‑to‑day project management and coordination activities.
The coordinator manages project timelines, routes projects through internal review systems, supports creative and regulatory review workflows, and helps manage budgets, estimates, and documentation.
The role requires a highly organized, detail‑oriented, self‑starter who can multitask and thrive in a fast‑paced environment.
Key Responsibilities: Project Management & Coordination:
Manage day‑to‑day details of client projects from initiation to completion with minimal supervision.
Communicate project status and updates to internal teams and clients.
Ensure all agency paperwork, estimates, billing, and timelines are completed and filed accurately.
Assist in creative development sessions and provide input to the creative team.
Support routing of projects through review systems, including regulatory or medical reviews.
Maintain project documentation repositories and status archives.
Budget & Financial Tracking:
Develop accurate project estimates and provide budget guidelines to creative and production teams.
Track project expenditures and ensure projects stay within budget.
Support monthly billing inputs and financial trackers.
Administrative Support:
Open and organize project files, create reports, trackers, and conference reports.
Assist with meeting logistics, materials preparation, and conference room setup.
Maintain Veeva trackers, monitor review status, and support project submission processes.
Team Collaboration:
Work closely with senior team members for training and onboarding.
Communicate timelines, updates, and next steps effectively across cross‑functional teams.
Support production coordination, reprint workflows, and inventory/sample tracking as needed.
Required Skills, Experience, and Education:
Bachelor's Degree (or equivalent experience).
2-5 years of professional experience in advertising, marketing, or service business discipline would be ideal.
This entry‑level role is ideal for recent graduates or candidates with up to 1 year of experience looking to enter the pharma, healthcare, or agency environment.
Proficient in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook.
Highly organized with strong administrative skills. Self‑starter with ability to work independently.
Excellent interpersonal and written/verbal communication skills.
Ability to prioritize tasks, multitask, and handle special projects in a fast‑paced environment.
Preferred / Nice‑to‑Have Skills:
Experience in advertising, marketing, or account services.
Healthcare, pharma, or aesthetics exposure
Experience with budget tracking, financial coordination, or project estimates.
Exposure to routing/workflow/review systems or Veeva Vault.
Basic accounting knowledge.
Familiarity with Adobe tools.
Work Environment:
Fast‑paced, high‑volume environment supporting multiple projects simultaneously.
Opportunity for career growth within account services and project management.
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