Client Engagement Coordinator

College Aid Services

2d•$45,000 - $52,000•Onsite

About The Position

The Client Engagement Coordinator plays a critical role in supporting the business development. This position serves as the operational bridge between Sales, Project Management, Consultants, and Clients by coordinating contracts, project onboarding, CRM management, lead generation activities, and sales administration. The ideal candidate is highly organized, detail-oriented, proactive, and enjoys managing multiple priorities in a fast-paced professional services environment. This role requires excellent communication skills, strong attention to detail, strong project coordination abilities, and a passion for delivering an exceptional client experience.

Requirements

Bachelor's degree in Business Administration, Marketing, Communications, or related field preferred. Equivalent experience may be considered.
2–5 years of experience in sales coordination, project coordination, client services, or business development support.
Experience with CRM software (HubSpot, Zoho CRM, Salesforce, or similar).
Experience supporting professional services organizations preferred.
Proposal coordination experience is a plus.
Exceptional organizational and time management skills
Strong attention to detail
Excellent written and verbal communication
Ability to prioritize multiple projects simultaneously
Customer-service mindset
Professional and polished demeanor
Strong Microsoft Office skills (Word, Excel, Outlook, PowerPoint)
Experience with CRM systems
Ability to maintain confidentiality
Problem-solving and critical thinking skills
Self-motivated with minimal supervision
Comfortable learning new software and business systems

Nice To Haves

Experience using Zoho CRM or similar CRM platform
Experience with project management software (Zoho Projects, Monday.com, Asana, etc.)
Basic understanding of contract administration
Proposal writing or coordination experience
Marketing automation experience
Experience supporting higher education clients or consulting firms

Responsibilities

Prepare, draft, review, and distribute client contracts, statements of work, and related engagement documents.
Coordinate contract execution and ensure all required documentation is received before project launch.
Develop consultant Scope of Work documents based on approved proposals and client agreements.
Coordinate consultant availability during the sales process.
Coordinate project kickoff activities with Project Management and assigned consultants to ensure smooth project transitions.
Track onboarding milestones and proactively follow up on outstanding items.
Maintain organized electronic client files and engagement documentation.
Assist in creating standardized onboarding procedures and documentation.
Track contract renewals and upcoming client engagements.
Maintain accurate client, prospect, and opportunity records within the CRM.
Ensure all sales activities, communications, proposals, contracts, and project status updates are properly documented.
Monitor data quality and recommend process improvements.
Generate CRM reports and dashboards as requested.
Research and identify prospective higher education institutions and key decision makers.
Build and maintain targeted prospect lists.
Execute outbound email campaigns and personalized outreach to prospective clients.
Schedule introductory meetings and sales appointments for business development staff.
Monitor outreach campaigns and track response metrics.
Assist with follow-up communications after conferences, webinars, and marketing campaigns.
Monitor RFP bid opportunities and procurement websites.
Assist in assembling proposals, pricing documents, presentations, and supporting materials.
Maintain proposal and RFP templates and content libraries.
Coordinate proposal deadlines and document reviews.
Maintain proposal templates and pricing documentation.
Assist with RFP tracking and submission coordination.
Support future proposal development efforts as assigned.
Assist with preparing weekly, monthly, and quarterly sales reports.
Track pipeline activity and sales metrics.
Assist leadership with forecasting reports.
Monitor proposal win rates and other key performance indicators.
Identify trends and recommend improvements to sales processes.
Answer inbound telephone calls and direct inquiries appropriately.
Respond promptly to client requests and questions.
Provide administrative support to prospective and existing clients.
Ensure clients receive timely communication throughout the sales and onboarding process.
Assist with planning and coordinating conference logistics.
Assist in coordinating client appreciation events.
Travel occasionally to support conferences, trade shows, and client events.
Help manage conference leads before, during, and after events.
Coordinate promotional materials and attendee follow-up.
Document and improve sales and onboarding workflows.
Assist with implementation of CRM enhancements and sales automation tools.
Recommend efficiencies to reduce administrative workload.
Help develop standard operating procedures for the Business Development team.
Assist Marketing with client testimonials, case studies, and reference requests.
Prepare meeting agendas and sales meeting minutes.