Account Operations Coordinator

Our Opportunity

GPJ is looking for an Account Operations Coordinator that will support the Account Operations team to deliver project level support.

This role is hybrid, requiring you to report on-site to one of the following office locations a minimum of 2 days/week: Austin TX

Your Role

In your role, you actively contribute to client programs by:

Client Program Deliverables

• You play an active role in driving certain client program deliverables, which may include handling financial documents and compiling data for analysis.
• You coordinate with the finance department when necessary to support the smooth flow of program-related activities.

Budget Collaboration

• You work closely with the account teams to maintain and reconcile budgets, ensuring that account margins, client satisfaction, and account growth align with the company's standards.

Progress Reports and Risk Management

• You assist and review stakeholders in generating actual versus estimated progress reports.
• You help manage resource scheduling and rate checking, ensuring that programs run efficiently.
• You communicate program risks to relevant parties, contributing to the early identification and resolution of potential issues.

Compliance and Governance

• You assist in ensuring that operations comply with both GPJ and client contractual requirements and policy governance, promoting adherence to agreements and maintaining a high level of service quality.

Your Skills

• Math Skills: Has accounting or finance background
• Computer savvy. GSuite and previous experience with JDE or Deltek or similar tools preferred
• Organized: You can be working on 30+ shows at one time. Tasks can be estimating the show, issuing POs, paying invoices or reconciling it. This is not a 1 project at a time position
• High functioning. At your best when working under time restrictions and with numerous personality types. You communicate well with personnel at all levels within the organization.
• Team Player. This position will have contact with numerous vendors. Must understand their role and understand how to service the client. 
• Flexible. Able to shift work and priorities as needed. You are free to travel and will work irregular hours for your clients as required.

Your Experience

Experience & Education

• You should have 1-2 years of industry related experience.
• Ability to understand on-site methodology and practices, as well as show and venue rules and regulations.

Travel & Mobility

• Travel estimated about 5%
• Ability to work irregular hours as needed for our programs

Your Impact

In your role, you will have influence and responsibility over:

Gather project/program budgets in collaboration with account teams:

• Budgets
• Scope Documents
• Proposals
• As Sold Documents
• Work Orders
• Sub-Budget Categories: i.e. Service / Fabrication Specific 
• Change Orders

Monitor & communicate performance of projects 

• Monitor actual v. estimate performance on a regular cadence
• Helps conduct root cause analysis for variances and educates/adjust process accordingly
• Ensure Change Orders are presented & approved when scope changes
• Ensure Job Cost transfers are approved and processed

Ensure compliance with client contract requirements

• Ensure projects set-up with accurate rate card
• Ensure correct Job Type/Step set-up for assigned resources

Your Competencies

Accuracy - Deliver work with precision, completeness and free from error or defect. Engage others & research as needed to provide a clear, complete & accurate product.

Collaboration - Seek opportunities and take action to ensure effective collaboration with the GPJ internal teams, other Project agencies, clients and partners. If responsible for leading people or a team, model this behavior for the team and expect the same behavior from employees.

Communication - Respond timely and accurately to requests for information, ensuring all appropriate parties are included. Provide regular updates on workload status based on established metrics.

Proactive - Take control and facilitate change instead of waiting and reacting. Take the initiative to improve the business on any level, no matter how small.

Relationship Builder - Develop, maintain and strengthen partnerships with others inside and outside the client organization. Identify new stakeholders, manage client expectations, define new business opportunities and deliver against clients’ needs while skillfully balancing the needs of the client and those of the agency. Relates well to all kinds of people, up, down, and sideways, inside and outside the organization; builds appropriate rapport,: builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.

Situational Awareness & Proactive - Take the initiative to fully understand the entire process (including steps outside of the AO dept) in order to be able to identify potential delays or mistakes before they happen. Need to be able to remedy quickly once identified. Able to recommend process updates as business needs change. Willing to learn and adapt to new processes and tools as dictated by business needs.

Salary

Salary is dependent on a variety of factors including (but not limited to) experience, skills, and location.

Who We Are

GPJ is the world leader in experiential marketing. Our 29 global offices are filled with fearless people dreaming up ideas that are transforming industries and bringing the most respected brands to life in powerfully, exciting ways. We are a part of the Project Worldwide family. An independent, employee-owned global network of complementary, wholly owned agencies. 

You read that “employee-owned” part, right? You heard us correctly. You work hard, she works hard, we all work hard… we all succeed and reap the rewards. We have an Employee Stock Ownership Plan (ESOP) – providing our employees with an ownership interest. We thought you would want to know that. In fact, there is a lot more you would want to know about us, like our FTO policy (no more “accruing” time off), our employer matching 401(k) plan (no vesting period), our “no employee contribution” healthcare option. But we are getting ahead of ourselves here, let’s talk about this exciting opportunity first and we can fill you in on our perks & benefits later.

GPJ is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation and gender identity), national origin, citizenship, disability, protected veteran status, or any other protected class. In addition to federal law requirements, GPJ complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.  GPJ expressly prohibits any form of workplace harassment based on any protected class.