Account Coordinator

Account Management Sausalito, California

Play a key role in the development of communications for our client’s business.  Assist the account and project management team with internal production flow at the project level as it pertains to the client.  Develop project management and client relationship skills.  Help collect competitive and category intelligence on behalf of the client and agency team.  Be organized, buttoned up, and on top of all your projects at all times. Advertising agency experience required.


Brand Stewardship
Understand the client’s strategic goals and direction and how this applies to all aspects of the account

  • Establish yourself as a key resource of information on our client’s industry and competitive landscape; collect and distribute this information to the team on a regular basis and share with the client when pertinent
  • Build knowledge of the client’s industry by reading and sharing relevant publications
  • Monitor the competitive landscape and report new developments to the team through regular competitive updates
  • Manage client requests for assets/materials and route through responsible departments as appropriate
  • Build professional relationships with key members of the client’s marketing team and agency partners

Account Team Support: Meeting and Client Management 

  • Write and distribute accurate conference reports for all relevant meetings as requested by AE/AS/AD within 24 hours
  • Manage internal calendars/meetings and coordinate client review dates/times with the client when necessary
  • Ensure that meeting rooms are set up with proper materials/presentations prior to calls, operate/distribute conference numbers, and manage/confirm meeting attendance as necessary
  • Update the client status documents with up-to-date information on all current projects; manage the client status calls, internal status meetings and hot sheet distribution.
  • Own monthly client Workplan slide development and distribution

Account Team Support: Production Management 

  • Work closely with the AD /AS / AE or Project Manager to coordinate internal and client facing schedules
  • Support Account team with managing project schedules; update and distribute on a regular basis to ensure all creative and production personnel are aware of project schedules and presentation dates throughout the life of a job
  • Provide Account Team support across key projects, including Brand and Retail initiatives and on-going digital.
  • Review current projects with PM, Producer and Account team to ensure any internal and client-facing changes have been applied correctly and that all projects adhere to the client’s brand guidelines
  • Assist in submitting all creative materials to Business Affairs for legal approval once concepts are approved and again just before work is finalized for production
  • Work with PM, producer, and finance to determine when a job is ready to close/final bill
  • Work with Business Affairs to update and manage broadcast usage tracker
  • Support AS / AE with monthly creative rotation updates

Account Team Support: Financial Management 

  • Gain a full understanding of the client billing process, build a relationship with the billing contact at the client and manage the general budget and invoicing documents
  • Provide regular budget/invoicing reports to the internal team and client, depending on the extent to which agency is responsible for managing budget and invoices
  • Work with Finance to develop payment schedules for all jobs that require it
  • Monitor the authoring, submission, client approval and internal distribution of production estimates
  • Attend monthly billing meetings with Finance, Production and Project Management
  • Alert the team to any impending finance issues (late payments, project overages, etc.) in a timely manner
  • Provide regular invoice aging reports to client; monitor the aging report and alert client of any overdue invoices
  • Evaluate invoices from Finance to ensure they follow client mandated billing guidelines

Key Relationships

  • Account: Works with Account Executives, Account Supervisors and/or Account Directors supporting the business
  • Creative: Establish a relationship with creative teams
  • Agency Partners: Establish a relationship with external media team to understand expectations/responsibilities
  • Finance: Partners with finance to ensure smooth billing/invoice maintenance