Client Relations Specialist – Mechanical Engineering Dept

Overview

We are seeking a highly organized, proactive, and detail-oriented Client Relations Coordinator to support our Mechanical Business Development Team. This role will directly support the VP but also assist other members of the business development team through optimizing productivity and effectiveness. Tasks will include expert-level administrative support, email and calendar management, sales opportunity tracking, proposal coordination and tracking, and client relationship management and organization via Salesforce. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional communication and problem-solving skills, and possesses a solid understanding of business development workflows. 

Key Responsibilities

VP Direct Support 

• Manage the VP’s email inbox, prioritize messages, draft responses, and ensure timely follow-up. 
• Organize and maintain the VP’s calendar, schedule meetings, and coordinate logistics with internal and external stakeholders. 
• Assist in preparing executive-level presentations, reports, and communications as required.

Salesforce CRM Management 

• Maintain and update contacts, accounts, opportunities, and activities within Salesforce. 
• Generate reports and monitor dashboards to track business development metrics and KPIs. 
• Assist with data entry and process optimization for sales workflows. 
• Help the VP monitor the productivity of the overall sales team. 

Sales Opportunity and Proposal Coordination 

• Coordinate and delegate tasks related to proposal development and submissions. 
• Track proposal deadlines and ensure timely completion of all components. 
• Collaborate with cross-functional teams and outside clients to gather information and align content. 

Mechanical Engineering Team Coordination 

• Assist VP with job openings and conflict checks/case reviews 
• Work with legal staff clients to get all documentation needed 
• Scheduling VP calls with clients and team members  

Travel and Event Planning 

• Arrange travel itineraries, accommodations, and meeting schedules (when requested) for the VP. 
• Manage event registrations and marketing event planning logistics. 
• Accompany members of the Business Development team to events when requested.  
• Plan and coordinate client lunch and learns, classes, and events, including teaming with other industry partners to plan large scale educational classes/events for clients.  

General Administrative Duties 

• Maintain confidentiality and handle sensitive information with discretion. 
• Support budget tracking, expense reporting (if needed), and invoice processing. 
• Act as a liaison between the VP and internal/external contacts. 

Qualifications

Education & Experience 

• Relevant administrative or business training is a plus. 
• Experience working within an engineering firm and possessing knowledge of engineering and sales process.  

Skills & Competencies 

• Proficient in Salesforce CRM; experience with Salesforce Sales Cloud preferred. 
• Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools like Slack, Zoom, or Microsoft Teams. 
• Exceptional written and verbal communication skills. 
• Strong organizational skills with the ability to multitask and prioritize effectively. 
• High level of professionalism, discretion, and integrity. 

Compensation & Benefits

Salary: $56,000-60,000 

Job Type: Full Time, Monday – Friday 

Work Setting: Hybrid – Home office work up to 60%; In-Person Office time up to 40% (2 days/week) 

Matching 401(k) 

Health, Dental and Vision Insurance 

Paid Time and Holidays Off 

Professional Development Assistance and Tuition Reimbursement up to $5k/year