BizDev Administrative Coordinator

Biz Dev Administrative Coordinator - 18011

LOOKING FOR TOP STELLAR CANDIDATES FROM LATIN AMERICA

Position: Biz Dev Administrative Coordinator
Working Hours: Monday to Friday, 9:00 AM–6:00 PM EST
Salary Range: $2,000 – $3,200 USD/month (Final offer depends on client approval and overall assessment of candidate skills and experience)

About the job
The Administrative Coordinator will be trained across both Biz Dev and Operations to maintain shared context and enable coverage, but this role’s primary focus and day-to-day work sits within Biz Dev and Sales support.
This role exists to support the executives by owning the administrative, coordination, CRM, and materials workflows that power the Biz Dev function. Operations workflows will be learned for coverage and collaboration, but Biz Dev is the primary lane. Unless otherwise directed, work should default to Biz Dev priorities.

• Manage Biz Dev inbox administrative tasks (Typeforms, referrals, inbound routing)
• Draft and send follow-ups related to proposals, contracts, and scheduling
• Track Biz Dev action items and ensure follow-through
• Maintain internal trackers related to leads, outreach, and pipeline activity

• Send New Client Forms and Pre-Kickoff Surveys
• Track completion and follow through as needed
• Ensure all onboarding materials are correctly filed
• Support smooth handoff to Production once onboarding is complete

• Utilize and format sales materials (i.e. proposals/decks) that clearly communicate the company value and make complex ideas clear and visually engaging
• Transform sales briefs and RFPs into polished proposals and pitch decks with attention to typography, layout, and brand consistency
• Turn materials around quickly without sacrificing quality or missing details
• Write and edit sales copy that is sharp, persuasive, and human
• Maintain the company library of sales templates and assets, ensuring all materials reflect current positioning and visual standards

• Schedule handoff and kickoff calls
• Confirm internal attendees
• Attach Client Files to handoff meetings
• Add Zoom links and remove Google Meet auto-links
• Coordinate scheduling across multiple stakeholders

• Update Hub Spot deal stages
• Enter deal amounts and required fields
• Update deal details throughout sales process
• Mark deals closed/won/lost per instruction
• Maintain CRM hygiene and follow documentation standards

• Send approved client contracts and change orders via Docu Sign
• Track countersignature status and maintain signature logs
• Post confirmations in Account Mgmt Slack channels
• Ensure signed contracts are properly filed and accessible

• Maintain Biz Dev Google Drive structure
• File signed contracts, surveys, and client materials
• Ensure files are complete and organized for handoff

• Execute gifting logistics under direction
• Track spend and maintain gifting calendar
• Coordinate ordering and fulfillment

The Administrative Coordinator is expected to:

• Maintain working knowledge of Biz Dev and Ops workflows
• Communicate blockers or capacity issues early
• Follow naming conventions and documentation standards
• Keep Airtable, Drive, and Slack records accurate and up to date
• Support audits and compliance tasks as needed
• Take on additional responsibilities over time as proficiency grows

• 5+ years of experience in a business support or coordination role
• Strong organizational skills with the ability to manage multiple priorities and deadlines with accuracy and attention to detail
• Proven experience supporting business development, sales, or client‑facing teams
• Experience drafting or formatting proposals, contracts, or client‑facing materials
• Proficiency with CRM and workflow tools such as Hub Spot, Salesforce, Airtable, Monday, or similar platforms
• Experience working with document workflows and e‑signature tools such as Docu Sign or Panda Doc
• Excellent written and verbal communication skills with strong attention to tone and clarity
• Ability to work independently, anticipate needs, and take ownership of tasks from start to finish
• Strong judgment and ability to handle sensitive information with discretion and professionalism
• Comfortable working in a fast‑paced, evolving environment with shifting priorities
• Strong problem‑solving mindset with the ability to identify gaps and improve processes

Note:
Please submit your resume in ENGLISH; otherwise, your application may not be processed. We prioritize the processing of one active application at a time. If you have applied for multiple job openings within our organization, we kindly request that you direct any update inquiries to the team responsible for handling your initial application. If selected for the role, the final offer will be at the client’s discretion and will depend on your interview performance, skills, and experience.