Client Relations Associate

We are looking for a detail-driven, proactive Client Relations Associate to manage the full lifecycle of project opportunities—from initial intake and setup through final bid submission, client follow-up, and post-bid tracking.

Position Overview

The Client Relations Associate owns assigned project opportunities with minimal supervision, balancing multiple active bids simultaneously while upholding high accuracy and strict deadlines. This role requires a strong working knowledge of our internal bidding processes, CRM data management, and cross-functional coordination with Estimating, Production, and Contracts.

Whether you are setting up new opportunities, coordinating Scope Reviews and Page Turns, or communicating directly with clients, you will play a vital role in keeping our pipeline organized, accurate, and moving forward.

Key Responsibilities

Opportunity Management & Bidding Workflow

• Independently manage assigned opportunities from initial intake through final bid submission and post-bid follow-up.

• Download bid documents, establish and maintain organized T-Drive folders using department standards, and keep records current.

• Accurately prepare and coordinate standard bid packages, Bid Forms, bid bonds, prequalification packages, RFIs, RFCs, RFQs, price breakouts, and client-specific requirements.

• Partner closely with Estimating, Client Relations, and other departments to ensure on-time, synchronized bid submissions and smooth handoffs.

• Lead and coordinate routine internal meetings, including Scope Reviews, Page Turns, and bid reviews, ensuring all team members are aligned.

CRM & Data Integrity (Salesforce)

• Accurately create and maintain Accounts, Contacts, Leads, and Opportunities in Salesforce with rigorous attention to detail.

• Consistently record client correspondence, meetings, follow-ups, competition, bid placement, and bid results.

• Proactively identify data requiring correction, maintain clean pipeline records, and complete required reports by established deadlines.

Client Communication & External Relations

• Handle routine client communication and follow-ups professionally via phone, email, and meetings.

• Reach out directly to clients and internal team members to obtain missing information, clarify administrative requirements, and resolve discrepancies before they impact bid submissions.

• Build positive rapport with General Contractors and clients, and participate in client-facing activities (e.g., Lunch and Learns, GC meetings) when opportunities arise.

• Assist less-experienced team members with routine workflow questions and support the department during high-demand periods.

Qualifications & Competencies

Requirements & Experience

• 1–3+ years in project coordination, bidding support, or client relations (construction/landscaping industry preferred).

• High school diploma required; degree in Business, Communications, or Construction Management is a plus.

Technical Skills

• Proven experience entering and maintaining data in Salesforce or similar CRM platforms with high accuracy (targeting 90%–100% first-review accuracy).

• Effectively use Microsoft Outlook, Excel, Word, Teams, and internal file-sharing tools for daily responsibilities.

• Solid grasp of construction/landscape bidding workflows, prequalification processes, and internal cross-departmental dependencies.

• Rigorously review own work prior to submission to catch missing information, incorrect dates, formatting errors, and inconsistencies.

Mindset & Soft Skills

• Take full ownership of assigned tasks, anticipate next steps, and handle responsibilities through to resolution without repeated reminders.

• Proactively identify missing or conflicting information, propose solutions, and exercise sound judgment on when to escalate issues to management.

• Manage multiple active opportunities, shifting priorities, and tight, time-sensitive deadlines successfully.

• Communicate confidently and professionally across all levels—from internal team members and Estimators to external clients and General Contractors.

• Easily adjust focus as bid schedules, client demands, and department workloads evolve.