Job Opening: Agency Account Coordinator
Location: Irvine, CA 92612 (Hybrid: 3 Days Onsite / 2 Days Remote)
Duration: 1 Year with potential extension based on performance and business needs
Schedule: Monday-Friday, 9:00 AM - 5:00 PM PT
Position Overview:
We are seeking an organized, proactive, and resilient
Account Coordinator to join our fast-paced creative agency team. In this role, you will partner directly with account leads and cross-functional creative departments (Art, Copywriting, Digital & Print Traffic, Production, and Editorial) to manage the day-to-day execution of client campaigns from brief to delivery.
The ideal candidate thrives in high-volume, deadline-driven settings, manages 25-40 active jobs simultaneously, and maintains a calm, solution-oriented approach when working across cross-functional teams.
Key Responsibilities:
Project Management & Workflow Coordination
- Drive end-to-end execution of delegated creative projects, ensuring all deliverables launch on time, on scope, and within budget with minimal supervision.
- Manage an active pipeline of 25-40 concurrent jobs in a fast-turnaround environment, proactively anticipating bottlenecks and troubleshooting schedule conflicts.
- Serve as an operational liaison between Account Management and internal studio teams (Art, Copywriting, Traffic Managers, Production, Editorial).
- Prepare project documentation and reference materials for client review, as well as Medical/Legal/Regulatory (MLR) submissions and approval routing.
Financial Tracking & Estimates
- Partner with Traffic, Creative, and Production teams to develop accurate, timely project cost estimates.
- Monitor project burn rates, track budgeted vs. actual expenditures, and update tactical budget calendars.
- Help enforce cost-control guidelines across assigned creative deliverables.
Account Administration & Documentation
- Gather project inputs, client briefs, and asset requisitions to initiate clear, complete job orders.
- Author and distribute comprehensive client conference reports and action-item summaries following meetings.
- Create, update, and circulate weekly agency and client status reports.
- Maintain clean job jackets, billing logs, estimate archives, and project documentation.
Candidate Profile & Qualifications:
Must-Have Qualifications
- Experience: 2-5 years of professional experience in an advertising agency (internal or external), marketing services, or a high-volume, client-facing business environment.
- High-Volume Multitasking: Demonstrated ability to manage 25+ simultaneous deliverables under tight turnarounds without dropping detail.
- Composure & Interpersonal Agility: Exceptional ability to work with varied creative personalities, prioritize under pressure, and remain composed and constructive in fast-moving situations.
- Customer-Service Orientation: Strong client-facing etiquette and hospitality/customer service instincts (candidates with prior fast-paced hospitality, restaurant, or high-touch service backgrounds who transitioned into corporate operations are strongly encouraged to apply).
- Technical Skills: High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Education: Bachelor's degree (B.A./B.S.) or equivalent practical experience.
Preferred / Nice-to-Have Qualifications:
- Experience within an internal creative services group or external marketing/advertising agency.
- Familiarity with healthcare, biotech, or pharmaceutical marketing workflows.
- Hands-on experience with Veeva Vault PromoMats or similar regulatory review and approval platforms.
- Basic understanding of agency financial workflows, project estimates, and billing reconciliation.
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Spectraforce Technologies
Oct 05, 2026