Account Coordinator

at  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.
As an Account Coordinator, you’ll participate in cultivating new and repeat business on behalf of the Impact XM. This role will be responsible for servicing client accounts and projects.

Responsibilities will include:

• Be fully informed regarding client and project status. Be prepared to answer questions from clients and Company departments
• 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
• Take notes at planning meetings that project lead can turn into an outline for 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
• Exhibit proficiency in Microsoft Word, Excel and PowerPoint programs in order to prepare client correspondence, proposals and presentations
• Prepare basic written documentation to client base
• Assemble sales presentations, prepare and print proposals, bind proposal books, gather supporting documentation and create PowerPoint presentations
• Coordinate travel arrangements for team members
• Keep organized job files
• Prepare billing for job invoices
• Coordinate on-site client meetings appropriately, i.e. conference room reservations, refreshments, room set-up before and clean-up after, etc.
• Provide relief coverage at the reception desk

Sales / Account Management:

• Under supervision, participate in the sales process: observe capabilities presentations, sales presentations, pitches and proposal generation for existing client base and prospects
• When possible, observe the practice session for the pitch to the customer
• Under supervision, 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 follow Company guidelines

Leadership

• Train and develop individual skill set, expanding client services, sales, business and marketing expertise
• Resolve problems / conflicts within team
• Complete all work with some supervision and direction

Desired Characteristics:

• Passionate about working with people and be customer-centric
• Embodies flexibility, open-mindedness and receptivity
• Actively works out solutions
• 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

Education and/or Experience
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.
Impact XM Benefits
Impact XM offers a comprehensive benefit package as well as competitive salaries and the opportunity for growth within our exciting industry.
Our Company
Impact XM is a global experiential marketing agency that designs and fulfills face to face marketing engagements. Trusted by some of the world’s most respected organizations, the agency has a forty-year heritage of insightful strategy, brilliant creative, smart fulfillment and purposeful metrics across business and consumer trade shows, user conferences, event activations and digital engagements. Headquartered in New Jersey, Impact XM maintains locations in Toronto, Las Vegas, Windsor, UK, San Francisco, Sao Paulo and Zurich.
OUR BRAND – What We Believe
Passion
is Paramount – We love what we do, take pride in doing it and celebrate what we accomplish.

• Be fully informed regarding client and project status. Be prepared to answer questions from clients and Company departments
• 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
• Take notes at planning meetings that project lead can turn into an outline for 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
• Exhibit proficiency in Microsoft Word, Excel and PowerPoint programs in order to prepare client correspondence, proposals and presentations
• Prepare basic written documentation to client base
• Assemble sales presentations, prepare and print proposals, bind proposal books, gather supporting documentation and create PowerPoint presentations
• Coordinate travel arrangements for team members
• Keep organized job files
• Prepare billing for job invoices
• Coordinate on-site client meetings appropriately, i.e. conference room reservations, refreshments, room set-up before and clean-up after, etc.
• Provide relief coverage at the reception des