Account Coordinator

About the Role

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, potential to extend / convert

Key Responsibilities

• Manage the day-to-day details of projects and support the account team on project management.
• Assist with project routing within the internal routing system, regulatory/medical review system, and final completion to print or go live.
• Understand job details and relevance to communicate effectively with all Agency personnel, ensuring projects are executed correctly, on time, and within budget.
• Help troubleshoot to ensure schedules are met.
• Assist the account team in providing input for the 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 the account team and APC coordinator regarding cycling and approval of projects within Veeva.
• Maintain a Veeva tracker including the status of all projects within the Veeva review system.
• Review and provide Veeva comments to determine action/next steps for the account team.
• Coordinate live client meetings, including conference room set-up, ordering and organization of meals, and clean-up.
• Handle projects and monitor billings for assigned client projects.
• Ensure all Agency paperwork, estimates, and billing are correctly completed and filed.
• Complete and maintain an estimate tracker to determine project status and billing, sharing the tracker across departments.
• Support the budget lead in inputting appropriate billing per project on a monthly basis.
• Initiate and maintain all documentation required for effective account management/project management.
• Assist the account team with administrative work such as opening jobs, reports, archiving, and organizing files.
• Create, update, and distribute client and agency status reports regularly in accordance with account needs.
• When applicable: Write and distribute detailed conference reports for client and agency meetings on a timely basis.
• Serve as lead contact with the Production manager across all new jobs and reprints.
• Manage inventory and communication with the TIM warehouse, monitor inventory levels, and alert the account team when levels are low for reprinting consideration.
• Maintain agency samples and organization.
• Organize and save all appropriate status reports, steering comments, timelines, and final PDFs of projects onto the account server location.
• Maintain server organization as needed.

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 judgment 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.