Business Development and Client Services Coordinator

Optima Office•San Diego, CA

38d•Onsite

About The Position

The Business Development & Client Services Coordinator plays a vital role in supporting Optima Office’s growth and retention efforts by delivering operational, sales, and client service support across clients and internal teams. This position ensures smooth business development activity, client onboarding, consultant success, and administrative office coordination.

Requirements

You are someone that goes to work to make a difference in their life and the people they work with.
You enjoy providing good work along with good advice.
You want to work on a team that is supportive and growing with professionals like yourself.
You are a self-starter, flexible, has a high level of integrity and is action and goal-oriented in a fast-paced, team-oriented, collaborative environment.
You are a leader and have supervisory capabilities.
You have solid operational and technical accounting skills and works proactively to drive results.
Ability to develop and maintain strong client relationships.
Self-managed and ability to work independently while managing multiple projects and deadlines.

Responsibilities

Supports daily business operations and maintains a high standard of internal organization.
Manage office reception duties: answer all incoming calls professionally, take accurate messages, and route to the appropriate team member.
Welcome and support guests, clients, and candidates who visit the office. Ensure refreshments are offered and meeting spaces are prepared.
Maintain office files, digital records, and shared resources (e.g., client folders, consultant bios/resumes, etc.).
Assist in event planning and office cultural initiatives, including holiday parties, team celebrations, and client appreciation events.
Coordinate thank you cards, annual client gifting, and holiday card efforts.
Assist with document filing, labeling, internal system updates, and administrative upkeep of shared databases.
Support internal team scheduling, meeting prep, and conference room setup as needed.
Boosts sales activity through prospecting, event coordination, CRM management, and lead support.
Assist Business Development & Client Services team with weekly meeting preparation, agendas, and follow-up tasks.
Maintain and update the HubSpot CRM:
Enter new leads, contacts, and business cards.
Manage sales pipelines, deal stages, and status updates.
Track client onboarding and termination duties.
Build and clean prospecting lists using internal tools and external databases.
Support outbound sales efforts: researching leads, initiating cold outreach (email or phone), and booking introductory calls.
Assist sales leaders in preparing proposals, engagement letters, NDAs, and other collateral — coordinate signatures and track execution.
Join and represent Optima in local business associations.
Attend networking events, mixers, and industry functions to represent Optima and build relationships for referrals.
Coordinate virtual and in-person meetings: schedule executives/consultants, reserve rooms, arrange tech, order food, send calendar invites.
Organize sales follow-up communications and support internal sales campaigns and marketing initiatives.
Ensures outstanding support for existing clients and successful collaboration for internal consulting teams.
Assist with new client onboarding: send team sheets, scoping checklists, and forms; coordinate timelines and expectations with client and consulting team.
Maintain client status and notes in HubSpot for internal visibility.
Partner with consultants to ensure project scope, budget, and client deliverables are aligned; escalate or document areas of concern.
Support client check-ins, relationship touchpoints, and internal communication around client changes.Bu
Update and distribute client surveys and track feedback and retention insights.
Support internal team scheduling, consultant transitions, or onboarding/offboarding related to client accounts.
Coordinate cross-sell efforts and email outreach with inactive or existing clients.
Assist with the creation and improvement of SOPs related to Client Services processes.