Client Engagement Coordinator

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.

Essential Duties and Responsibilities

Sales Administration & Client Onboarding

• 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.

CRM Management

• 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.

Lead Generation & Business Development Support

• 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.

Proposal & Sales Support

• 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.

Sales Reporting & Analytics

• 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.

Customer Service

• 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.

Conference & Event Support

• 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.

Process Improvement

• 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.

Additional Responsibilities

• Assist Marketing with client testimonials, case studies, and reference requests.
• Prepare meeting agendas and sales meeting minutes.

Qualifications

Education

Bachelor's degree in Business Administration, Marketing, Communications, or related field preferred. Equivalent experience may be considered.

Experience

• 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.

Required Skills

• 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

Preferred Skills

• 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

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Occasional lifting of conference materials up to 50 pounds.
• Ability to travel occasionally for conferences and client events.

Travel

Approximately 5–15% travel, primarily to support conferences, industry events, client meetings, and company functions. Travel expenses will be reimbursed by College Aid Services, LLC. 

About College Aid Services, LLC

Since 2002, College Aid Services has been providing solutions to higher education institutions that help put the puzzle pieces together. College Aid Services is a leader in providing customizable solutions that fit an institution’s specific needs. At the heart of what we do is to achieve student success at the institutions we serve. We are committed to providing exceptional service and solutions to our clients. Our solutions include: Interim Staffing, Business Process Reviews, Remote Processing, Technology Support, Title IV Compliance Support, Business Intelligence Analytics, Training, Executive Coaching, and Marketing and Communications Services.

College Aid Services, LLC is an equal opportunity employer. Applicants will receive consideration for employment 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. College Aid Services participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.