Business Coordinator

Agency:

Olixir

Job Function:

Account Management and Growth

Job Subfunction:

Account Management

Job Description:

JOB SUMMARY:

Managing projects is the engine of the agency, running the day-to-day delivery of projects and balancing the need for exceptional quality and project profitability. The Business Coordinator is an entry-level position with the primary responsibility to coordinate execution of projects for assigned brand(s) under the supervision of either a Senior Project Manager or Account Director. The Business Coordinator will work closely with the Account, Strategy, Copy, Creative and Studio departments for all projects as well as with the Digital team for digital projects. This position requires extreme attention to detail, excellent communication, organisational and multitasking skills as well as knowledge of internal agency process and protocols to be able to carry a job through to completion.

ESSENTIAL FUNCTIONS:

Agency Operations: Understands agency process, knows how the agency works, and how jobs flow through the agency

Cross-Functional Collaboration: Supports cross-functional team by assisting with monitoring client projects

Financial Tracking: Plays a role in learning the agency’s financial operations

JOB DUTIES/RESPONSIBILITIES:

Client Management/Relationships

· Attend client status calls and capture notes, circulating to internal team for sign-off before sharing with the client

· Diarise client calls

· Support the Account Manager in preparing for client calls, and update weekly status reports

· Help the Account Manager put together contact reports

· Start updating client on status calls on assigned projects

Business Acumen

· Build understanding of agency deliverables and gain exposure to working on different types of projects

· Build understanding of our clients, their different departments (e.g. medical, commercial) and their processes

· Familiarise yourself with the various agency processes and when/how to successfully apply them

· Start developing an understanding of project financials and finance processes

· Actively monitor ad pharm/data monitor etc. to understand the healthcare landscape and share with wider team

Financials

· Working with the Project Manager, gain exposure to scope development

· Set up job numbers

· Make sure job numbers and scope details are accurately captured on the finance tracker and distributed to the relevant teams

· Support the Project Manager with creating project estimates and burn reports

· Participate in finance meetings

Day-to-day Delivery

· Gain understanding of managing internal systems and tools (Ziflow, Workfront, Vantage, Smartsheets, Float, Invoicing briefs) and support the Project Manager or Account Manager in completion of tasks

· Start managing internal processes:

o Weekly resourcing

o Assigning tasks

o Internal reviews

o QC checks

· Working with the Project Manager, gain exposure to timeline development and management

· Working with the Project Manager, gain exposure to developing SOWs and change orders

· Start tracking timings, sending out reminders and hot sheets to the team to drive timeline adherence

· Schedule internal meetings and circulate notes, capturing key actions

Business Development

· Shadow and support pitch/proposals teams

· Support with ad hoc requests/desk research (strategy team)

EDUCATION:

DEGREE/DIPLOMA

AREA OF STUDY

REQUIRED/PREFERRED

Bachelor’s Degree or equivalent

NA

Required

EXPERIENCE:

MINIMUM EXPERIENCE

AREA OF EXPERTISE

REQUIRED/PREFERRED

6 months – 1 year

Project Management or Account Management

Required

KNOWLEDGE, SKILLS, & ABILITIES:

· Interest in healthcare

· Confident in major Microsoft packages, including Word, Excel and PowerPoint

· Strong written and verbal communication

COMPETENCIES:

· Communication

· Organisation

· Detail Orientated

· Collaborative

· Interpersonal skills

· Curiosity

· Problem Solving

To the extent permissible by local law, Omnicom’s policy requires employees to work in the office for a minimum of three days a week, unless additional in-office days are directed by their agency or manager.

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