Job Title: Account Coordinator
Duration: 12 Months (Possible Extension)
Location: Irvine, CA 92612 (Onsite)
Schedule: Monday to Friday, 9:00 AM to 5:00 PM PT
 
Role Overview
The Account Coordinator will support day-to-day agency and client activities for client-related projects. This role works closely with cross-functional teams to manage projects from initiation through completion, ensuring timelines, budgets, and quality standards are met. The position requires strong organizational skills, clear communication, attention to detail, and the ability to work independently with minimal supervision.
This is an onsite role in Irvine, CA with strong growth potential, possible extension, and a long-term conversion path. Candidates will gain meaningful exposure to healthcare marketing, creative development, and client-facing project coordination.
 
Top Required Skills, Experience, or Education

• B.A. degree experience and education (Bachelor’s degree strongly preferred and required for long-term conversion)
• 3 to 5 years of professional experience in finance, advertising, healthcare marketing, or a service-based business discipline. Internship or early-career profiles may be considered if the candidate demonstrates strong drive, organization, and communication skills.
• Highly organized with a strong administrative or project coordination background
• Self-starter with the ability to work independently and manage projects with minimal supervision
• Excellent interpersonal and communication skills, both written and verbal
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)

 
Nice to Have (Not Required)

• Background in healthcare marketing
• Experience with Veeva Vault systems (used heavily on a daily basis)
• Basic accounting or finance background

 
Roles and Responsibilities
 
Project Management and Client Support

• Manages the day-to-day details of client projects from initiation to completion, ensuring delivery on time and within budget with minimal supervision
• Keeps Supervisor advised of up-to-date project details and status
• Understands the scope, details, and relevance of all assigned projects to communicate effectively with agency personnel
• Coordinates with cross-functional teams including creative, design, project management, traffic, and production
• Troubleshoots issues to ensure schedules and deliverables are met
• Assures all agency paperwork, estimates, billing, timelines, and documentation are completed accurately and filed properly
• Manages delegated projects independently from start to finish
• Prepares projects for submission to Client and Medical or Regulatory teams, including references and supporting documentation
• Coordinates cycling and approval processes with Client and Medical or Regulatory teams
• Reviews Client and Medical or Regulatory feedback with Supervisor to determine appropriate next steps
• Interfaces directly with clients regarding deliveries, scheduling, project estimates, and day-to-day coordination
• Assists Supervisor by providing input to the Creative Team and participating in creative development sessions

 
Budget Tracking and Financial Coordination

• Handles assigned client projects and monitors expenditures throughout the project lifecycle
• Develops timely and accurate project estimates with input from Traffic, Creative, Production, and other agency departments
• Provides clients with accurate and timely budget reports, including Tactical Calendars comparing budgeted versus actual spend
• Supplies budget guidelines to Creative and Production teams
• Works closely with the Project Manager, Traffic team, and Creative team to control costs and maintain budget compliance

 
Documentation and Administrative Responsibilities

• Initiates and maintains all documentation required for effective account management
• Gathers pertinent information and develops complete and accurate project requisitions
• Creates, updates, and distributes client and agency status reports based on account needs
• Writes and distributes detailed conference and meeting reports in a timely manner
• Creates additional documentation as required by the account
• Assists Supervisor with administrative tasks including opening jobs, reporting, archiving, and organizing files

 
Essential Skills and Abilities

• Ability to prioritize, multitask, and work effectively in a fast-paced, rapidly changing environment
• Strong attention to detail and special project handling capabilities
• Excellent interpersonal and communication skills, both written and oral
• Ability to work independently and exercise sound judgment and discretion when handling sensitive or confidential information
• Strong computer skills across standard business applications
• Demonstrated potential for continued career growth
• Understanding of client businesses, culture, and financial processes

 
Additional Role Details

• Works closely with the agency support team
• Collaborates closely with a Project Manager to maintain timelines and deliverables
• Supports projects across both print and digital formats
• Provides direct client support for scheduling, deliveries, and day-to-day coordination
• Supports the XEN medical device brand, used by physicians to reduce eye pressure for patients at risk of vision loss
• Offers strong exposure to creative feedback cycles, client interaction, and long-term career development

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 25.00/hr.