Account Coordinator

The company

You might think we’re just another creative agency driven by client deadlines, profitability and corporate culture. Think again – when it comes to collaborating with new clients, one of the pillars we assess is the people behind the brand. Since 2014, HRVST began with a simple mission – to treat every project like our own. What exactly do we do? Everything from ecommerce to brand building, design and content. As Shopify Plus Partners, we’re building for brands migrating to, already on, or ready to develop a new store on the platform.

We’re not a boutique agency, we’re a small shop. We’re strong because of our team – the best idea always wins. We out-perform bigger agencies by applying small shop smarts to every project. Thinking small means attention to detail, but it also means having the time and energy to focus on our clients’ needs. Our small but specialized team is designed to create efficient systems that are tailor-made for our clients.

The role

The Account Coordinator supports the Account and Production teams across all of our pods by owning coordination, organization, and operational execution across projects and accounts. This role enables Account Managers to focus on client strategy, communication, and growth by ensuring workflows, systems, and communication remain structured and efficient.

You will manage schedules, maintain accurate records, support project workflows, and assist in preparing materials across accounts and opportunities. You will work closely with Account Managers and internal teams to keep projects organized, aligned, and moving forward. This role is designed as a direct path to Account Manager, whether by leading a new pod as we grow or stepping into an existing one.

This role reports directly to the Account Director.

The culture

• Remote-first, by design: We believe great work is about outcomes, not desks. Work where you are most productive.
• Health, dental, and life insurance: We support your mental and physical well-being so you can do your best work and feel good doing it.
• A proper home office setup: Every team member is outfitted with a new MacBook Pro and an external monitor so you are set up for success from day one.
• Generous time off that is actually encouraged: Enjoy summer Fridays, up to five weeks of vacation per year, and your birthday off to celebrate however you want.
• Protected focus time: Deep work matters here. We intentionally protect focus time so meaningful work can actually get done.
• High standards, no agency ego: We care deeply about quality, collaboration, and doing the work right. The best idea wins.
• Intentional time together: While we are remote-first, we make time to connect through off-sites, retreats, happy hours, lunch and learns, and holiday events.
• Bonus and referral programs that reward impact: We value contributions and recognize great work through company-wide bonus programs, referral opportunities, and role-specific incentives tied to growth and performance.
• Growth that’s intentional: We offer development plans, regular performance check-ins, and support for skills training, courses, conferences, and industry events so you always know where you stand and how you can continue to grow.
• A commitment to giving back: We partner with Bread & Beyond to support people experiencing or at risk of homelessness, and we empower our team to contribute to meaningful causes.

The responsibilities

Coordination and administrative support

• Schedule and coordinate internal and external meetings, including client calls, workshops, and team check-ins.
• Prepare agendas, take detailed notes, and track action items to ensure follow-through.
• Draft, organize, and support internal and client communications, ensuring clear and consistent follow-up.
• Maintain organized files, documentation, and shared resources across projects and accounts.
• Support Account Managers and the production team across projects and client accounts to ensure alignment and progress.

Operations, coordination, and workflow support

• Maintain accurate records of client interactions and project activity.
• Coordinate updates and next steps with the team via project management tools.
• Assist with task coordination and workflow adjustments to ensure clarity, accountability, and progress across the team.
• Conduct quality assurance (QA) on projects and tasks to ensure accuracy, consistency, and completeness before client review.
• Resolve small operational issues or roadblocks as they arise.
• Support updates and improvements to internal workflows and processes.
• Monitor production and collaborate with the team to ensure alignment on workflow, schedules, and quality.
• Gather content and assets from clients for upcoming projects.
• Flexibility during peak periods, such as BFCM and year-end, to support high-priority launches.

Business and proposal support

• Support research and early drafts of presentations, proposals, and agreements using existing templates and guidance.
• Assist with RFPs, pitch materials, and client-facing documents as needed.
• Help assemble and refine client-facing materials such as presentations and reports.

Sales and pipeline support

• Maintain accurate and up-to-date CRM records, ensuring visibility into lead status, activity, and next steps.
• Organize and maintain sales folders, decks, templates, and supporting materials.
• Assist in preparing internal pipeline updates and sales reports.
• Ensure clean and organized handoff of new opportunities into active accounts, including all relevant context, documentation, and next steps.

The requirements

• 1-2 years of experience in a similar role.
• Exceptional organizational skills with a strong attention to detail.
• Ability to work in a fast-paced environment, multitask, and manage time efficiently.
• Proficiency in note-taking and creating presentations.
• Proficient in Google Suite, CRM, and project management systems such as Asana, Slack, and Notion.
• Experience with administrative tasks and data entry.
• Ability to work independently and collaboratively as part of a team.
• Experience leveraging AI tools (e.g., Claude, ChatGPT) to improve efficiency and support decision-making.
• Excellent communication and interpersonal skills, both written and verbal.
• Eagerness to learn and grow within the company.
• Bilingual (English and French) is a strong asset.

Progression to Account Manager

An Account Coordinator progresses to an Account Manager by demonstrating increased ownership, independence, and confidence across client work, project oversight, and communication. Key indicators of progression include:

• Taking ownership of smaller accounts or projects, managing communication and coordination with minimal oversight.
• Participating in internal and client meetings confidently, including presenting updates and contributing to discussions.
• Supporting discovery conversations and strategy workshops, with the ability to take on larger portions over time.
• Demonstrating a strong understanding of project scope, timelines, and budgets, and proactively flagging risks or opportunities.
• Anticipating next steps and needs across projects, rather than reacting to direction.
• Contributing to scoping, proposals, and client recommendations with increasing confidence and clarity.
• Building strong relationships with clients and internal teams, becoming a reliable point of contact.
• Consistently maintaining high standards of organization, communication, and follow-through across all work.