Optima Office, Inc. · 1 month ago
Business Development and Client Services Coordinator
San Diego,CA,US
Full-time
Onsite
New Grad, Entry LevelOptima Office, Inc. is a fast-growing, female-owned company recognized for its commitment to employee satisfaction and work-life balance. The Business Development and Client Services Coordinator will support the company's growth by managing business development activities, client onboarding, and providing operational and administrative support to both clients and internal teams.
AccountingSoftware
Responsibilities
Supports daily business operations and maintains a high standard of internal organization
Manage office reception duties: answer all incoming calls professionally (“Hello, Optima Office”), 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
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
Qualification
Required
Experience in accounting, finance or HR
Ability to develop and maintain strong client relationships
Self-managed and ability to work independently while managing multiple projects and deadlines
Solid operational and technical accounting skills
Pro-active communicator with a sense of urgency
Adaptable and able to adjust on the fly
Kind and collaborative team player
Self-starter who takes initiative and is proactive in accomplishing goals
Ability to support daily business operations and maintain a high standard of internal organization
Manage office reception duties and answer all incoming calls professionally
Welcome and support guests, clients, and candidates who visit the office
Maintain office files, digital records, and shared resources
Assist in event planning and office cultural initiatives
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
Boost 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
Support outbound sales efforts: researching leads, initiating cold outreach, and booking introductory calls
Assist sales leaders in preparing proposals, engagement letters, NDAs, and other collateral
Join and represent Optima in local business associations
Attend networking events, mixers, and industry functions to represent Optima
Ensure outstanding support for existing clients and successful collaboration for internal consulting teams
Assist with new client onboarding and 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
Support client check-ins, relationship touchpoints, and internal communication around client changes
Update and distribute client surveys and track feedback and retention insights
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
Benefits
Health insurance
Dental
Vision
401k
Paid time off
Professional development opportunities
Commission benefits for sourcing and closing sales activity
Semi-annual bonus that is available after completing 6 months of employment
Company
Optima Office, Inc.
At Optima Office, we understand the challenges businesses face with financial management and HR services.
Founded in 2012
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Jennifer Barnes, MBA
CEO & Founder
Cabell Cobbs
Consulting Chief Financial Officer
Recent News
2025-07-18
San Diego Business Journal
2022-02-01
Company data provided by crunchbase