Category: Marketing
Account Coordinator
Reports To: Program Director
- 1st shift: 5:00 am – 1:30 pm
- 2nd shift: 1:30 pm to 10 pm
Hours: Monday – Friday, 8:30 am – 5:00 pm
Compensation: $55,000 – $65,000 (based on experience)
The Mailworks is a woman-owned, family-run business specializing in the creation and distribution of direct mail campaigns for a nationwide customer base. With over four decades of experience and a team of 90+ professionals—from executives and marketers to designers and developers—we pride ourselves on being direct mail experts. Operating across 2 shifts, 20 hours a day, 5 days a week, we combine cutting-edge technology with in-house production to deliver results-driven campaigns that help businesses grow.
As an Account Coordinator – Partner Program at The Mailworks, you will serve as the day-to-day relationship owner for a portfolio of smaller Partner Program clients. This role combines high-touch client communication with expert-level campaign execution. You will manage all phases of the direct mail campaign lifecycle for your assigned accounts, from intake and proofing to list coordination and production release. You will ensure all campaigns are delivered accurately, on time, and in alignment with client expectations and program guidelines.
While the Program Director retains oversight of the broader Partner Program strategy and key enterprise relationships, you will own the experience for your assigned accounts—driving satisfaction, retention, and revenue growth within your book of business.
This is a strong entry point into client services at The Mailworks, ideal for detail-oriented professionals who thrive in a fast-paced environment and want to contribute to the success of high-volume, high-impact marketing programs.
Supervisory Responsibilities: None
Duties:
CLIENT RELATIONSHIP MANAGEMENT
- Serve as the primary point of contact for all assigned Partner Program clients within your portfolio.
- Build and maintain positive, trust-based relationships through timely, proactive, and solutions-focused communication.
- Manage client expectations around timelines, deliverables, and campaign outcomes while providing status updates and guidance throughout the campaign process.
- Monitor client satisfaction and engagement levels, addressing concerns promptly and escalating larger issues to the Program Director when appropriate.
- Maintain detailed and up-to-date client records, preferences, and communication history in internal systems.
CAMPAIGN MANAGEMENT
- Manage the full execution of direct mail campaigns for assigned clients, including order intake, proofing, list handling, production coordination, and delivery tracking.
- Accurately enter campaign details into internal platforms, confirming specifications, pricing, production timing, and client approvals.
- Conduct detailed proof reviews for grammar, layout, dates, offers, and brand consistency, following established SOPs and quality standards.
- Coordinate with internal teams to ensure all campaign elements are delivered accurately and on time.
- Proactively monitor campaign progress and communicate updates, changes, or delays to clients as needed.
- For clients enrolled in our call tracking service, log and maintain records of all recorded calls. Ensure that calls are appropriately tagged, organized, and accessible per client preference or program standards.
- Proactively surface notable call insights to internal teams or the Program Director when they may inform campaign adjustments, performance trends, or client escalations.
- Ensure timely and accurate pre-production file reviews and submission approvals.
CREATIVE & STRATEGIC SUPPORT
- Assist clients in selecting appropriate creative assets from program-approved catalogs and templates that align with their objectives.
- Provide input on creative revisions, messaging updates, and testing strategies where appropriate.
- Ensure all creative content meets brand standards, USPS regulations, and program-specific guidelines.
- Collaborate with internal creative and data teams when more complex targeting or creative needs arise.
- Identify when strategic consultation from the Program Director is required and help coordinate those conversations.
LIST MANAGEMENT & DATA COORDINATION
- Manage client-supplied lists for ongoing campaigns, performing formatting, importing, and basic data validation tasks in Excel.
- Coordinate list suppression, audience segmentation, and cycling logic in alignment with client goals and program rules.
- Place orders for third-party lists when required, ensuring alignment with client budgets and targeting parameters.
- Proactively flag list issues or data risks that could impact campaign performance and work with internal teams to resolve.
GROWTH OPPORTUNITY IDENTIFICATION & INTERNAL COLLABORATION
- Proactively identify opportunities to align clients with additional Mailworks services or program enhancements, surfacing potential upsell or cross-sell leads to the Program Director.
- Share client feedback, product limitations, and service improvement suggestions with leadership to help shape ongoing Partner Program development.
- Actively participate in internal team meetings, training, and performance reviews focused on client satisfaction and operational excellence.
- Follow all established internal SOPs and contribute feedback to improve process efficiency.
Required Skills/Abilities:
- Exhibits company core values – FLASH’D (Forward Thinking, Loyal, Accountable, Solutions Focused, Helpful, Dynamic)
- Proven experience in client service, project coordination, or marketing campaign management (direct mail experience preferred)
- Excellent verbal and written communication skills with the ability to explain campaign details clearly and confidently
- Strong organizational and project management skills with the ability to manage multiple campaigns and clients simultaneously
- Detail-oriented with a high level of accuracy in order entry, proofing, and campaign setup
- Proficient in Microsoft Excel for list formatting and data validation
- Experience with CRM systems (HubSpot preferred) and internal workflow tools
- Familiarity with creative proofing and quality control processes
- Comfortable working in a fast-paced, deadline-driven environment
- Solutions-focused, proactive, and collaborative with a strong sense of ownership for client outcomes
Physical Requirements:
- Primarily a desk job; requires long periods of sitting and working on a computer. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit; walk; use hands to finger, handle or feel; and reach with hands and arms.
Success Indicators:
- Campaigns for assigned clients are delivered on time, error-free, and in alignment with program standards.
- Client communication is proactive, timely, and solutions-focused.
- Upsell opportunities and service alignment needs are effectively identified and surfaced to the Program Director.
- Creative and list management tasks are completed with minimal internal revision or error.
- Internal teams report positive collaboration and clear communication from the Account Coordinator.
- Documentation in HubSpot and other internal systems is accurate, complete, and consistently maintained.
- Client retention and satisfaction remain high within the assigned book of business.
Other Duties: Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Benefits & Perks:
- Health insurance
- Paid time off
- Dental insurance
- Vision insurance
- 401(k) matching
- Employee assistance program
- Aflac
- Udemy courses
FLASH’D – Forward Thinking, Loyal, Accountable, Solutions Focused Helpful, Dynamic
The Mailworks provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
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