Account Coordinator

HDMZ is a leading life science communications and growth accelerator, partnering with innovative biotech, biopharma, medical device, and digital health companies to help them enter new markets, establish new categories, and challenge the status quo. Guided by our mission to  Create the Future Faster , we combine evidence, insights, and imagination to solve our clients' most complex communications challenges and fuel their growth.

Our team is united by a shared passion for the power of science, a commitment to putting people first, and a curiosity that drives us to keep learning and improving. Recognized as a Great Place to Work, HDMZ offers an inspiring, inclusive environment where employees build meaningful careers while helping shape the future of life sciences.

The Account Coordinator serves as the operational hub for their assigned account team. In this integrated role, you are responsible for both the administrative health of the client relationship and the end-to-end job trafficking of non-digital solutions engagements. You act as the bridge between Client Services and other teams, ensuring that work is scoped, scheduled, routed, and delivered on time and error-free.

Account Coordinators love the details. They want to know how things work and want to make sure they always work the way they are supposed to. An Account Coordinator at HDMZ is an entry-level position but it's a role that has a big impact on our success everyday. Account Coordinators love to collaborate, learn about our clients’ businesses and customers, build relationships with clients, embrace processes, are always curious and feel a heightened sense to not let others down.

Account Coordinators have a passion for life sciences, marketing and the creative process that only an Agency environment can bring. Must be intelligent. And fun. And effective. No divas or delicate egos, please.

Work closely with internal and external partners to ensure all client requests are completed in a timely manner

Manage the team status reports, meeting agendas and contact reports, and update them on a regular basis

Create and build presentations for client meetings

Responsible for daily traffic, job opening and management

Implement and manage projects and related tasks

Proofing and QA

To be curious about how to solve problems in a way that respects the objective to be achieved as well as the client/agency relationship

Be a champion for the agency and for the client by knowing how to navigate the messy human relationships that can cause conflict if not careful

Job Traffic & Workflow (The  Traffic  Role)

Schedule Ownership:
Create and manage daily timelines for print, branding, and content projects. You are responsible for knowing exactly where every job is for the client team you support.

Routing & Quality Control:
Own the internal routing process. Ensure all creative work is reviewed by the appropriate leads (Strategy, Creative, Scientific) before it reaches the Client Supervisor or Account Lead.

Asset Management:
Act as the central librarian for project assets. proactively gather and organize high-res logos, images, and copy decks so the creative team has everything they need before they start working and ensure they’re archived and available via the approved agency platforms and drives.

Vendor Coordination:
Work with Account Leads and Dept Heads to manage specifications and deadlines for external vendors (printers, trade show partners), ensuring files are released correctly and on time.

Client Administration & Support

Meeting Management:
Own the logistics for all internal and client meetings. Most importantly, capture and distribute Contact Reports (meeting minutes) within 24 hours, clearly…