Account Coordinator

3 weeks ago

Oakville, Canada Impact XM Full time

**Account Coordinator**

Impact XM develops solutions for virtual and live events. We are looking for an **Account Coordinator** to join our team. As an Account Coordinator, participates in supporting the oversight and management of client accounts and projects on behalf of the Company. An Account Coordinator takes all appropriate and necessary actions to ensure clients regard Impact XM in high esteem and have significant confidence in the support provided.

**RESPONSIBILITIES**:

- Be fully informed regarding client and project status. Be prepared to independently answer questions from a variety of clients and Company departments
- Oversight of project management to ensure the utmost accuracy and timely delivery of assigned tasks
- Research, review and disseminate convention prospectus and related information
- Support day to day management of assigned accounts
- Attend and monitor planning meetings to assist management in creation of communication plans
- Manage information disbursement to drive projects through Impact XM’s Project Management systems, including maintaining Work Orders, Creative Briefs and Call Reports, and communicating information to all departments in an effective manner
- Manage and execute client and vendor communications across a wide array of solutions and projects
- Liaise and communicate with multiple internal and external stakeholders to ensure timely delivery of projects and solutions
- Exhibit proficiency in Microsoft Word, Excel and PowerPoint programs in order to prepare client correspondence, proposals and presentations
- Prepare written documentation to client base
- Assemble sales presentations, prepare proposals, gather supporting documentation and create PowerPoint presentations
- Arrange travel plans for team members across clients and projects
- Keep organized job files
- Prepare billing for job invoices that conform to Company requirements and agreements with clients
- Coordinate on-site client meetings appropriately, i.e. conference room reservations, refreshments, room set-up before and clean-up after, etc. to ensure seamless Client engagement

**Sales / Account Management**:

- Participate in the sales process: observe capabilities presentations, sales presentations, pitches and proposal generation for existing client base and prospects
- Implement and manage processes for project pitches for clients and prospects
- Prepare written documentation including proposals, quotations and letters
- Maintain accurate and complete client and project files
- Provide administrative support throughout the project life cycle, from concept development through delivery and final billing
- Support all account related needs including, but not limited to:

- Property and graphic inventories
- Job process issues
- Show site expectations
- Quality / Expectation
- Pricing / billing
- Occasional travel is required

**Financial Responsibility / Management**:

- Participate in updating team forecasting and budgeting information in the Work Order
- Create and maintain spreadsheets in Excel
- Demonstrate project and meeting fiscal responsibility in booking travel and following Company guidelines
- Research and recommend project budgets and timelines

**Leadership**
- Develop individual skill set, expanding client services, sales, business and marketing expertise
- Resolve problems / conflicts within team
- Complete all work as assigned
- Help train incoming Account team members
- Develop training and transition materials as needed

**REQUIREMENTS & SKILLS**:

- Bachelor's degree (B.A. or B.S.) from four-year college or university; and 0-2 years’ experience in a similar role and/or training; or equivalent combination of education and experience.
- Passionate about working with people and be customer-centric
- Embodies flexibility, open-mindedness and receptivity
- Actively works out solutions, both independently and in consultation with project members and management
- Identifies something valuable in being part of a team and ability to effectively collaborate
- Effective communication skills are required: including the ability to prepare written documentation including proposals, quotations and letters; maintain accurate and complete client and project files
- Exhibits the ability to multi-task, and operate under severe time constraints and immovable deadlines
- Good organization, detail and follow-up skills are required with the ability to manage and reset priorities in a rapidly changing environment
- Proficient using Microsoft Office programs

**About Impact XM**

Impact XM is a global event and experiential marketing agency that empowers brands to power business—and has nearly 50 years in business to prove it. From events, exhibits and environments to digital engagements and consumer activations, we create experiences that connect brands and consumers in a meaningful way. This ensures we live up to our name by making a positive impact on people’s lives and our clients’ business

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