Account Coordinator

The Planet Group is seeking an Account Coordinator to join one of our well-known global pharmaceutical clients.

The Account Coordinator is responsible for managing the day-to-day details of projects and supporting the account team on project management as needed.

• Pay
  : $19-21.32/hr depending on experience
• Location
  :
  Hybrid in Irvine, CA (3 days onsite, 2 days remote)

• Help with project routes within internal routing system, regulatory/medical review system and final completion to print or go live
• Understand 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
• Help troubleshoot to ensure schedules are met
• Assist account team in providing input for 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 account team and APC coordinator regarding cycling and approval of projects within Veeva
• Maintain a Veeva tracker that includes status of all projects within the Veeva review system
• Review and provide Veeva comments to determine action/next steps to 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 that all Agency paperwork, estimates, and billing are correctly completed and filed
• Complete and maintain an estimate tracker to determine project status and billing, share tracker across departments
• Support budget lead in inputting appropriate billing per project on a monthly basis
• Responsible for the initiation and maintenance of all documentation required for effective account management/project management
• Assist account team with administrative work such as opening jobs, reports, archiving, and organizing files
• Create, update, and distribute Client and Agency status reports on a regular basis in accordance with account needs
• When applicable, write and distribute detailed conference reports for Client and Agency meetings on a timely basis
• Lead contact with Production manager across all new jobs and reprints
• Manage inventory and communication with TIM warehouse, monitor inventory levels and alert account team when levels are low for reprinting consideration
• Maintain agency samples and organization
• Organize and save all appropriate status reports, steering comments, timelines, final PDFs of projects onto account server location
• Maintain organization of server as needed

• 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, 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)
• Strong attention to detail
• Exhibit potential for continued career growth
• Understanding of our businesses, culture, and financial processes