Business Development and Client Services Coordinator at Optima Office

San Diego, California, United States -

Full Time

Start Date

Immediate

Expiry Date

13 Feb, 26

Salary

0.0

Posted On

15 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Adaptability, Technical Skills, Proactive Communication, Collaboration, Self-Starter, Operational Skills, Client Relationship Management, Project Management

Industry

Business Consulting and Services

Description

Description Want to work for a Company that puts you first?! At Optima Office our people are the most important asset. Optima Office was voted fastest growing company by the San Diego Business Journal and inc 5000, as well as a BEST PLACE TO WORK by multiple publications since 2020!! Let us show you why! Optima Office is a female owned company that provides Outsourced Accounting, Fractional CFO and COO services along with Human Resources Support. We serve over 300 companies across the United States but are mostly focused on the West Coast. We are a fast-growing company who continues to add clients and team members at a steady pace. In 2022 we were the 10th fastest growing company in San Diego. Our Vision as a company is to have the highest retention with our clients and employees in the industry. Happy Staff = Happy Clients has been our founder’s motto for a decade. Half of the company’s profits get paid out as bonuses to the team and for fun company events. We built our team with a different vision in mind. As we assembled our group of top-tier recruiters and HR professionals, we quickly realized something: there’s an incredible pool of skilled, experienced talent that’s often overlooked—not because of a lack of ability, but because of a need for flexibility. We saw individuals who were ready to contribute at a high level but needed work that could coexist with family commitments, caregiving responsibilities, or simply a desire for a healthier work/life balance. So, we embraced a different model—one that prioritizes results over rigid schedules and values people as whole humans, not just professionals. Today, our team includes parents, grandparents, career pivoters, and seasoned experts—all thriving in a flexible, remote/hybrid environment. And the outcome? A business that doesn’t just function—it flourishes. We’re proud to say we were championing flexibility, balance, and remote/ hybrid work long before it became a necessity. And we’ll continue to prove that when people are supported, they bring their best—at work and at home. We have a huge emphasis on work-life balance and provide a flexible environment which allows our team to choose their own schedule. Over half of our 100 employees are working parents who value flexibility and family time. “I love working for Optima! I am super happy with my decision to work for Optima and am thankful for the opportunities they have provided me!” - Robbie W, Client Services Check out some more testimonials and reviews at https://www.optimaoffice.com/testimonials What to Expect Starting at Optima Office as a Human Resources Manager/Consultant... - Flexibility – you will be paired with clients that allow you to work the hours you prefer. - Work/Life Balance – whether you’re spending time with family or enjoying a new hobby, we believe a healthy work/life balance is beneficial for both our consultants and our clients. We believe in optimizing our time at work so that we can spend quality time with our friends and family outside of the office. - You Come First – we are passionate about setting our consultants up for success. We have a career development program along with a robust training platform. - Purpose Driven – we enjoy partnering with like minded clients. Our client’s values tend to line up directly with our own, making for a unique partnership with mutual benefits. Optima Office is the place for you if… - You are adaptable - you can adjust on the fly and welcome diverse clients. - You are technically strong – you have experience in accounting, finance or HR and can be relied upon by colleagues and clients for accurate and timely work. A variety of industry and software experience is considered a huge plus, but not required for staff level positions. We certainly welcome subject matter experts at the more senior levels. - You are a pro-active communicator who has a sense of urgency with response time. - You are kind and collaborative – you are a team player who works well with others. - You are a self-starter – you take initiative and are proactive in accomplishing your goals. This position may be for you if... 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. 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 Administrative, Operations, & Office Job Duties 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. Business Development Job Duties 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. Client Services Job Duties 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. Expected Hours of Work: This is a full-time position and will be 8 hours per day and 40 hours per week unless otherwise requested. This position will be on site 5 days per week in the Optima Office, Monday through Friday. It is recommended to work 8am-4pm or 9am-5pm. The office is open from 8am to 6pm, but you can come in earlier or later as needed. If you need to work remotely on a specific day or have an appointment, Optima is flexible and ensure to let your direct report and the internal team know head of time.

Responsibilities

The Business Development & Client Services Coordinator supports Optima Office’s growth and retention efforts by delivering operational, sales, and client service support. This role ensures smooth business development activity, client onboarding, consultant success, and administrative office coordination.