Job Title: Ad Agency Account Coordinator
Location: Irvine, CA 92612– Hybrid Required (3 days onsite / 2 days remote)
Contract: 1-year with possible extension or full-time conversion based on performance and business needs
Work Schedule: Monday – Friday | 9:00 AM – 5:30 PM PT
 
Position Overview:

• The Account Coordinator II acts as the central hub for the Account Services team, supporting day-to-day project management and coordination activities.
• The coordinator manages project timelines, routes projects through internal review systems, supports creative and regulatory review workflows, and helps manage budgets, estimates, and documentation.
• The role requires a highly organized, detail-oriented, self-starter who can multitask and thrive in a fast-paced environment.

 
Key Responsibilities:
Project Management & Coordination:

• Manage day-to-day details of client projects from initiation to completion with minimal supervision.
• Communicate project status and updates to internal teams and clients.
• Ensure all agency paperwork, estimates, billing, and timelines are completed and filed accurately.
• Assist in creative development sessions and provide input to the creative team.
• Support routing of projects through review systems, including regulatory or medical reviews.
• Maintain project documentation repositories and status archives.

Budget & Financial Tracking:

• Develop accurate project estimates and provide budget guidelines to creative and production teams.
• Track project expenditures and ensure projects stay within budget.
• Support monthly billing inputs and financial trackers.

Administrative Support:

• Open and organize project files, create reports, trackers, and conference reports.
• Assist with meeting logistics, materials preparation, and conference room setup.
• Maintain Veeva trackers, monitor review status, and support project submission processes.

Team Collaboration:

• Work closely with senior team members for training and onboarding.
• Communicate timelines, updates, and next steps effectively across cross-functional teams.
• Support production coordination, reprint workflows, and inventory/sample tracking as needed.

 
Required Skills, Experience, and Education:

• Bachelor’s Degree (or equivalent experience).
• 2–5 years of professional experience in advertising, marketing, or service business discipline would be ideal.
• This entry-level role is ideal for recent graduates or candidates with up to 1 year of experience looking to enter the pharma, healthcare, or agency environment.
• Proficient in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook.
• Highly organized with strong administrative skills. Self-starter with ability to work independently.
• Excellent interpersonal and written/verbal communication skills.
• Ability to prioritize tasks, multitask, and handle special projects in a fast-paced environment.

 
Preferred / Nice-to-Have Skills:

• Experience in advertising, marketing, or account services.
• Healthcare, pharma, or aesthetics exposure
• Experience with budget tracking, financial coordination, or project estimates.
• Exposure to routing/workflow/review systems or Veeva Vault.
• Basic accounting knowledge.
• Familiarity with Adobe tools.

 
Work Environment:

• Fast-paced, high-volume environment supporting multiple projects simultaneously.
• Opportunity for career growth within account services and project management.

 
 
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/daily.