WHAT DOES AN ACCOUNT COORDINATOR DO?

Published: Nov 04, 2024 - The Account Coordinator adeptly handles estimates, budget tracking, and performance analytics to optimize client campaigns. Coordinates across departments, ensuring seamless workflow and maintaining communications with clients, sales teams, and internal departments. Actively engages in all facets of account management, from strategic planning to the detailed coordination of merchandise shipments and customer data reporting.

A Review of Professional Skills and Functions for Account Coordinator

1. Account Coordinator Duties

  • Client Communication Management: Supporting the Client Account Lead with timely, professional, and helpful client comms, taking ownership of contact reports, status tracking, and internal project management.
  • Training Facilitation: Playing a pivotal role in the running of monthly onboarding sessions for client teams and other agencies, ensuring training materials are kept up to date.
  • Helpdesk Management: Ensuring a timely and proactive response to all inbound queries to the Helpdesk inboxes, keeping up to date with specific client’s past queries and situation.
  • Product Expertise: Proactively getting under the skin of product updates and new releases, becoming the go-to person for advice, training documentation, delivering training sessions, and troubleshooting.
  • Opportunity Identification: Working closely with the Client Account Lead to highlight new business opportunities.
  • Project Support: General support across projects.
  • Customer Liaison: Act as secondary internal contact between company and customers for assigned accounts and sales representatives.
  • Customer Satisfaction: Maintain optimal level of customer satisfaction for customers and sales representatives.
  • Order Management: Order Entry & order modifications.
  • Issue Resolution: Research, review and provide solutions to customers and sales representatives' issues.
  • Art Coordination: Coordinate art edits, approvals, and sew-outs ensuring final art is created to the customers' specifications.
  • Communication Management: Communicate issues such as inventory availability or art capabilities.
  • Customer Follow-Up: Follow up with customers via email and phone.
  • Credit Processing: Process credit and/or return requests.

2. Account Coordinator Details

  • Collaborative Execution: Performs tasks collaboratively with service areas and creative team members as requested by the Account Manager or Supervisor.
  • Project Ownership: Takes accountability/ownership of projects/tasks and sees work through end to end.
  • Project Management: Under the guidance of the Account Manager or Supervisor, develops and adheres to project plans, timelines, and status reports for internal and client needs.
  • Process Efficiency: Ensures that work is accurately and efficiently pushed through all internal processes.
  • Logistical Coordination: Independently handles all logistical arrangements for client meetings and internal team meetings, including making sure conference rooms and teleconferencing tools are booked, refreshments are ordered (as directed), and the correct attendees are listed on meeting invites.
  • Meeting Facilitation: Takes meeting notes and develops conference reports confirming all client approvals or directions for work.
  • Collateral Traffic Management: Traffic digital and traditional collateral to appropriate service areas for production and distribution.
  • Security Adherence: Adhere to TA’s information security standards, as outlined in company policies and procedures.
  • Order Processing: Convert customers' purchase orders to sales orders, and provide price confirmation and shipping deadlines.
  • ERP Management: Create and maintain the ERP systems for customers' information.
  • Team Collaboration: Collaborate with planning, purchasing, and production teams.
  • Inventory Reporting: Create inventory reports to provide monthly to customers.
  • Performance Review: Participate in a monthly touch-base meeting with the manager to review any concerns, project status issues, process improvements, etc.
  • Customer Reporting: Report to each of the assigned customers, and participate in regular meetings/conference calls with the manager to review and resolve any issues.

3. Account Coordinator Responsibilities

  • Client Collaboration: Work directly with clients and the Director of Accounts on a project-by-project basis.
  • Project Management: Manage project plans in collaboration with internal and external teams, adjusting project scope and schedules accordingly.
  • Campaign Coordination: Partner with the internal account and creative team to develop/maintain timelines, deadlines, and guidelines for all campaigns through the project management system.
  • Creative Development: Create and write creative briefs.
  • Task Management: Create, assign, and manage task completion using productivity tools like Freedcamp and Slack.
  • Trend Analysis: Keep up to date with emerging trends and technologies.
  • Process Optimization: Evaluate current processes, identify, and implement improvements.
  • Project Reporting: Update leadership on project status and key metrics.
  • Client Service: Provide general support of the team to ensure a high level of client service focused on meeting client solutions.
  • Media Relations: Develop relationships with media partners to understand the media landscape and opportunities for clients.
  • Media Buying: Assist the team in buying and implementing media for client campaigns across all channels (digital and above-the-line).
  • Data Reporting: Report using Google Data Studio, Excel, and PowerPoint.
  • Financial Administration: Check monthly invoicing and participate in training.
  • Administrative Support: Provide administrative support to the team/agency.
  • Cultural Contribution: Contribute positively and in tangible ways to the culture and positive working environment that is an integral part of Equality Media.

4. Account Coordinator Accountabilities

  • Campaign Management: Assisting in managing TV and streaming campaigns, direct mail campaigns, email campaigns, and more
  • Budget Tracking: Preparing estimates, tracking budgets, developing schedules, and tracking performance analytics
  • Report Compilation: Compiling status reports and conference reports
  • Competitive Analysis: Researching and analyzing competitive landscapes
  • Client Engagement: Attending key internal and client meetings to stay informed about client's businesses and best practices
  • Workflow Management: Maintaining workflows and prioritizing multiple projects simultaneously
  • Cross-Department Collaboration: Working and collaborating with other key agency departments including creative, media, production, analytics, operations, finance, etc.
  • Strategic Planning: Calendar and help create strategy to action plans for designated customer accounts
  • Client Communication: Act as the main point of contact for sales team and clients to gather customer/vendor requirements, customer setup, and customer orders
  • Inventory and Order Tracking: Maintain trackers, logs, and systems for orders, inventory, etc.
  • Data Reporting: Compile data and reports for customers and senior management on a consistent basis
  • Shipment Coordination: Coordinate shipment of merchandise (inbound/outbound) with manufacturers, freight forwarders, and shipment carriers, as well as prepare appropriate documentation
  • Quality Assurance: Ensure item information, pricing, packaging, and images are correct and consistent with brand
  • System Updates: Update systems as needed and identify solutions when concerns arise
  • Account Management: Work with other departments to proactively manage major accounts

5. Account Coordinator Functions

  • Partnership Management: Work alongside Senior Management on multiple, high-touch, high-value partnerships
  • Process Optimization: Create solutions to optimize operations and processes, including Financial Dispute Management and Quality Assurance/Site Reviews
  • CRM Management: Managing and maintaining the Salesforce CRM
  • Dispute Resolution Updates: Work closely with Senior Management teams at PPS to provide consistent, timely, and thorough updates on all payment disputes
  • Relationship Building: Develop and maintain high-value relationships internally and externally
  • Quality Assurance Review: Perform Quality Assurance/Site Reviews for PPS partners that have completed API development and provide ‘sign off’ to allow partners to go live
  • Business Support: Take on additional support roles for the Business Team as the role progresses
  • Commercial Relationship Development: Build up commercial relationships with medium and large-sized farms
  • Distributor Collaboration: Work with distributors to penetrate products to new farms and maintain current customer farms
  • Seminar Organization: Combine with PM and Technical teams to organize seminars regularly, updating customers on new technologies, knowledge, and industry practices
  • Strategic Planning: Propose strategy plans to work with farm owners to deliver services, trials, promotion programs, or other necessary programs to boost sales and expand market share
  • Market Monitoring: Continuously update market information and competitor activities to devise suitable action plans
  • Business Environment Reporting: Report business environment changes to the Supervisor
Relevant Information
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