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Vaniam Group Logo Vaniam Group · Customer Service

Associate Coordinator, Client Services

United States 40000.00 - 55000.00 USD / Year · Job Posted December 25, 2025
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Job Description

As Associate Coordinator, Client Services, you will support client-facing excellence and operations, including pitch and proposal coordination and client meetings and interactions for the Client Services teams. You will liaise between internal teams and clients where necessary in collaboration with leadership.

Job Responsibility

  • Serve as the point of contact for internal client services leadership and cross-functions (Creative, Sci Comm, Finance, etc.)
  • Create kick-off documents and meeting materials that support client deliverables
  • Manage best practices across clients with enforcement of SOPs
  • Coordinate with Business Operations, Digital, Creative, and Editorial teams to ensure timelines as directed by client services leadership
  • Partner with client services on tasks such as proposal or SOW preparation, call setup, status updates, and other coordination tasks for business development
  • Pitch coordination: timelines, routing, and process management with Client Services Leadership
  • Support meeting coordination and routing of agenda items and action items post-call to ensure clarity and accountability
  • Support team meetings management and scheduling
  • Support regular project status meetings with internal core team and clients as necessary
  • Prepare, schedule, and participate in client status meetings as needed
  • document notes and action items for follow-up
  • Maintain contact with clients as a support function for timely and quality deliverables
  • Client-facing responsibilities as needed
  • Participate in department-wide meetings, training, and activities
  • Understand and follow processes and best practices
  • Participate in company trainings, meetings, and functions
  • Partner with client services teams to support Vaniam Group business development initiatives
  • Help traffic the pitch development process with internal teams, including setting up communication channels, creating timelines, documenting next steps, holding team members accountable for assignments, and coordinating deliverables

Requirements

  • Bachelor’s degree
  • Strong customer service focus
  • history of going above and beyond
  • Strong attention to detail and enjoyment of administrative tasks
  • Expert organization and follow-through skills
  • Strong skills in PowerPoint or other slide creation software
  • comfort with creating and formatting slide decks
  • Ability to communicate clearly and work collaboratively in a dynamic, virtual environment
  • Strong interpersonal skills
  • interact effectively and professionally at all levels
  • Excellent oral and written communication skills, including ability to provide clear direction and set expectations
  • Understanding of medical communications offerings and ability to describe them to clients and internal teams
  • Proficiency in Microsoft Office, Zoom, Slack, and similar systems
  • Ability to prioritize and meet tight deadlines
  • Ability to manage and prioritize workload
  • Responds well under pressure
  • flexible
  • Results-oriented with a commitment to accountability
  • Strong organizational and time management skills
  • Ensure highest standards of quality control for client materials
  • develop best practices protocols as appropriate
  • Ability to travel within the US and internationally as necessary (not to exceed 25%)

What we offer

  • 100% remote environment with opportunities for local meetups
  • Positive, diverse, and supportive culture
  • Passionate about serving clients focused on cancer and blood diseases
  • Investment in you with opportunities for professional growth and personal development through Vaniam Group University
  • Health benefits – medical, dental, vision
  • Generous parental leave benefit
  • Focused on your financial future with a 401(k) plan and company match
  • Work-life balance and flexibility
  • Flexible time off policy for rest and relaxation
  • Volunteer time off for community involvement
  • Emphasis on personal wellness
  • Virtual workout classes
  • Discounts on tickets, events, hotels, childcare, groceries, etc.
  • Employee assistance programs
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