Account Coordinator

Basic Functions & Scope: 

The primary function of this position is to acquire the necessary ad information from the client(s). This includes, but is not limited to, television, radio, digital and any other advertisement venues pertinent to the needs of the client. Responsible for upholding ad integrity and legal compliance while working in a fast-paced environment. 

Position Responsibilities

Copy Preparation

·  Write detailed job documentation in Adworks for handoff to other departments

·  Communicate job approval and changes to the client and/or the Account Manager

·  Provide all copy to design department via digital format

·  Proofread and edit all Ads (print, digital, TV/Radio Scripts)

Account Manager Assistance

·  Communicate assigned Traffic to necessary media outlets

·  Perform RFPs or RFIs from outside vendors

·  Assist in the planning of special events for clients (floor shows, marketing campaigns, etc.)

·  Post employment openings on job boards for clients when needed

·  Run database lists/reports for clients and/or vendors

Account Maintenance

·  Schedule and monitor website components for functionality (pop-ups, specials, banners, etc.)

·  Review client websites on a monthly, quarterly, or annual basis based on frequency outlined in the website audit checklist 

·  Communicate website malfunctions to the website team and ensure the malfunctions are repaired

·  Inform Account Managers about the client’s disposition with regards to specific issues

·  Schedule and deploy email blasts

Legal And Compliance

·  Ensure all information on ad, including fine print, complies with all federal and state laws

·  Ensure all information on ad, including fine print, passes manufacturer compliance

·  Strictly adhere to manufacturer’s guidelines and manufacturer’s brand standards

·  Submit ads to vehicle manufacturer for pre-approval when necessary

·  Submit websites for approval bimonthly to ensure they are compliant

·  Make necessary changes to ad if the submitted ad is declined by the vehicle manufacturer

Co-op Monitoring

·  Submit Co-op claims in OEM portals no later than the 15th of each calendar month and monitor the status of claims in the portals with appropriate status updates in Adworks

·  Consistently update Account Manager on the status of each client’s Co-op claims 

·  Maintain the client’s current record of Co-op funds at all times 

Supervisory Responsibility

This position has no supervisory responsibilities 

Working Conditions

Account Coordinators are stationary for 6-8 hours per day, performing constant motions such as typing and using other computer equipment. Certain situations may require bending, squatting, or lifting objects that do not exceed more than 25lbs. 

Career Progression

New hires must undergo a 90-day probationary period. During this time, the new employee will be an Account Coordinator Trainee until all necessary competencies have been met. After the 90-day probationary period, the Account Coordinator Trainee will be expected to understand the core competencies of the position in order to advance to Account Coordinator I.

Account Coordinator I

• Begins after 90 days if core competencies have been met

• Has general knowledge of writing deals and disclaimers for advertisements

• Takes an active approach to learning state and federal legal guidelines

• Capable of posting basic website components

• Writes detailed instructions for the Design Department and other internal departments

• Comfortable reaching out to clients/vendors via phone and email

• Demonstrates strong problem solving and proofreading skills

• Basic understanding of internal processes and software platforms (Adworks, CRMs, etc.)

• Communicates effectively with all internal departments

• Comfortable pulling database lists and sending internal eblasts

• Accurately send Traffic for TV, Radio, Billboards, etc.

Account Coordinator II

• Mastery of AC Level I

• Works with little to no supervision

• Can take on or launch new accounts

• Instructions to internal teams are very detailed & thorough

• Strong proofreading and problem-solving skills with a much higher level of accuracy than AC I 

• Has solid understanding of federal and state laws and regulations

• Actively substitutes in for other Account Coordinators when they are out of the office 

• Comfortable presenting during face-to-face client interactions

• Must lead and inspire teammates

• Works as a team player with Account Managers in all operations

Senior Account Coordinator

• Mastery of AC Levels I & AC II

• Mentor, lead by example, and inspire Account Coordinator Trainees, Level I and Level II Account Coordinators

• Assist in mentoring and training new hires

• An expert on federal and state ad regulations

• High level of knowledge on at least 4 manufacturers

• Capable of leading Account Coordinator training sessions when needed

• Works with management to improve departmental and interdepartmental processes 

• Able to fill in for Account Coordinator Manager if necessary

Basic Qualifications

• Bachelor’s degree in a related field or equal years of experience to demonstrate the necessary competencies required for the position

• Ability to communicate technical information to nontechnical audiences

• Strong written and verbal communication skills

• Good organizational skills along with excellent time management

• Proficient with Google Workspace and Microsoft Office

• Strong proofreading and editing skills

• Demonstrated ability to problem solve and think critically

• Must be able to learn several software platforms such as Adworks, Slack, Kin HR, Google Drive, etc.

• Dedicated team player + Positive attitude