Account Coordinator

HDMZ•Chicago, IL

14h•$55,000 - $65,000

About The Position

The Account Coordinator is the operational hub for an assigned account team, combining client administration with end-to-end job trafficking for non-digital engagements. The role bridges Client Services and other teams to ensure work is scoped, scheduled, routed, and delivered accurately and on time. It is described as an entry-level position suited to someone who enjoys details, collaboration, learning about clients and their customers, building relationships, following processes, and supporting life sciences marketing and creative work in an agency environment. The role allocates approximately 50% of its time to job workflow and traffic, 40% to client administration, and 10% to financial support. It manages timelines and internal routing, organizes project assets, coordinates vendors, supports client meetings and correspondence, assists with presentations, and tracks billable activity against budgets. Complex digital builds, strategic planning, and final staffing allocation are outside the position's responsibilities.

Requirements

Highly organized with excellent attention to detail.
Strong communication skills, with the ability to speak and write clearly and persuasively.
Relationship-building ability.
Aptitude for learning new technical and interpersonal skills and procedures.
Self-motivated with strong follow-through.
Adaptable to change and able to multitask.
Proficiency with Microsoft 365, including Word, Excel, and PowerPoint.
Proficiency with Google Workspace, including Docs, Slides, Sheets, and Forms.

Nice To Haves

Bachelor's degree, preferably in the sciences.
Agency internship experience is strongly preferred.

Responsibilities

Work with internal and external partners to complete client requests in a timely manner.
Manage team status reports, meeting agendas, and contact reports, keeping them up to date.
Create and build presentations for client meetings; assist with formatting slide decks to agency brand standards.
Manage daily traffic and job openings, and implement projects and related tasks.
Proof and perform quality assurance.
Solve problems in ways that respect project objectives and the client-agency relationship.
Represent the agency and client effectively while navigating interpersonal relationships and potential conflicts.
Create and manage daily timelines for print, branding, and content projects, and track the status of each job for the supported client team.
Own internal work routing and ensure creative work is reviewed by appropriate Strategy, Creative, and Scientific leads before it reaches the Client Supervisor or Account Lead.
Gather, organize, archive, and maintain project assets such as high-resolution logos, images, and copy decks using approved agency platforms and drives.
Coordinate with Account Leads, department heads, and external vendors on specifications and deadlines; ensure files are released correctly and on time.
Manage logistics for internal and client meetings and distribute contact reports within 24 hours, documenting next steps and action items.
Draft routine client updates, timeline alerts, and file deliveries under the Account Lead's supervision.
Work with the Account Lead to monitor and track billable activity against budget.