Marketing Coordinator

About the Role

• 12 Months with opportunities for extension
• Hybrid: 3 days onsite/week
• Location: Irvine, California

Key Responsibilities

• Manages the day-to-day details of projects and supports account team on project management.
• Helps with project routing within internal routing system, regulatory/medical review system, and final completion to print or go live.
• Communicates 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 Veeva, including reference approval, job creation, and project uploads.
• Coordinates with account team and APC coordinator regarding cycling and approval of projects within Veeva.
• Maintains a Veeva tracker that includes the status of all projects within the Veeva review system.
• Reviews and provides Veeva comments to determine action/next steps to the account team.
• Coordinates live client meetings, including conference room set-up, ordering and organization of meals, and clean-up.
• Handles projects and monitors billings for assigned Client projects (60%).
• 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, sharing the tracker across departments.
• Supports budget lead in inputting appropriate billing per project on a monthly basis (20%).
• Responsible for the initiation and maintenance of all documentation required for effective account management/project 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.
• Writes and distributes detailed conference reports for Client and Agency meetings.
• Acts as lead contact with Production manager across all new jobs and reprints.
• Manages inventory and communication with TIM warehouse, monitors inventory levels, and alerts account team when levels are low for reprinting consideration.
• Maintains agency samples and organization.
• Organizes and saves all appropriate status reports, steering comments, timelines, and final PDFs of projects onto the account server.
• Maintains organization of the server as needed (20%).

Requirements & Tech Stack

• Veeva
• Excel
• Word
• PowerPoint
• Adobe

Qualifications

• Experience and education equivalent to a B.A. and/or B.S.
• Up to 2 years of professional experience in project management, advertising, or a service business discipline.
• Ability to prioritize.
• Ability to review the work of others.
• Ability to work in a fast-paced, rapidly changing environment.
• Special project handling.
• Detail-oriented.
• Multi-tasking.
• Excellent interpersonal and communication skills, both written and oral.
• Team-player.
• Self-starter, driven for excellence.
• Ability to work independently.
• Ability to exercise sound judgment and discretion in the handling of sensitive confidential matters.
• Well-versed computer skills in business applications.
• Exhibit potential for continued career growth.
• Understanding of our businesses, culture, and financial processes.