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.
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Spectraforce Technologies
Feb 24, 2026