Business Development Coordinator

Business Development Coordinator (BDC)

Job Description & Standard Operating Procedure (SOP)

Reports To

Director of Sales

Position Summary

The Business Development Coordinator (BDC) is responsible for supporting the Director of Sales by creating accountability, organization, consistency, and visibility throughout the Business Development Department.

This position serves as the administrative and operational support arm of the sales team by maintaining CRM integrity, auditing Business Development Representative (BDR) activities, preparing reports, coordinating communication between departments, and ensuring established sales processes are followed consistently.

The Business Development Coordinator supports business development initiatives across the organization and collaborates with multiple departments to promote consistency, accountability, and operational efficiency.

In organizations operating multiple divisions, branches, or affiliated companies, this position may support business development activities across various business units while prioritizing the organization's primary revenue-generating operations.

As the organization grows, this role may evolve to support additional business development initiatives, systems, processes, and operational responsibilities.

Career Growth

This position is designed as an introductory role within the Business Development Department and provides exposure to executive leadership, sales operations, marketing, CRM management, reporting, and business development.

Employees who consistently demonstrate professionalism, accountability, initiative, leadership, and strong performance may be considered for increased responsibilities and future advancement opportunities as the organization continues to grow.

Primary Responsibilities

The Business Development Coordinator is responsible for:

• Supporting the Director of Sales with daily administrative and operational tasks.
• Maintaining the accuracy and integrity of the company's Customer Relationship Management (CRM) system.
• Auditing BDR activity, GPS records, and documentation.
• Preparing reports, scorecards, and executive dashboards.
• Coordinating communication between Sales, Marketing, Operations, and Finance.
• Managing referral source data accuracy.
• Supporting onboarding and training of new BDRs.
• Coordinating marketing materials, trade shows, and community events.
• Identifying process improvements that increase accountability and departmental efficiency.

Daily Responsibilities

Director of Sales Support

• Complete projects assigned by the Director of Sales.
• Prepare reports and meeting materials.
• Track follow-up items and action plans.
• Maintain departmental organization.

GPS Audits

• Review activity recorded in the company's GPS tracking system.
• Compare GPS history to documented CRM route stops.
• Verify field time and route completion.
• Identify and report discrepancies.

CRM Audits

Review the CRM database for:

• Duplicate companies
• Duplicate contacts
• Missing addresses
• Missing phone numbers
• Missing email addresses
• Missing contact names
• Incorrect account ownership

Merge duplicate accounts when authorized and notify the assigned BDR of corrections.

CRM Standards

Ensure:

• Complete customer and prospect information.
• Proper address formatting.
• Consistent naming conventions for insurance agents and other referral sources.
• Accurate account ownership.
• Consistent data entry practices across the department.

Referral Source Audits

• Review the previous day's incoming jobs or dispatches.
• Verify referral source accuracy.
• Ensure insurance agent and other referral partner information is complete.
• Coordinate with BDRs regarding missing or incorrect information.

Activity Documentation

Verify that all BDR activities:

• Are documented on the same day.
• Match GPS history when applicable.
• Include meaningful notes describing the interaction.
• Accurately reflect the purpose and outcome of each visit.
• Include appropriate follow-up actions when necessary.

Department Standard: If it isn't documented, it didn't happen.

Weekly Responsibilities

Monday: Account Follow-Up Review

• Update the No Contact List for accounts without documented activity for 45 or more days, or according to the company's established contact frequency.
• Notify the BDR team upon completion.
• Identify accounts requiring immediate follow-up.

Thursday: Jobs Received Audit

• Audit the Jobs Received Report.
• Verify job start dates in the company's job management system.
• Confirm production notes and job documentation.
• Coordinate with Project Managers when necessary.
• Identify discrepancies between referral source information and job records.

Finance Coordination

• Obtain reports identifying missing W-9 forms or other required financial documentation.
• Assign follow-up responsibilities to the appropriate BDRs.
• Monitor completion and report outstanding items.

Sales Intelligence

Review:

• Route stops
• Documented activities
• Relationship progression
• Revenue opportunities
• Follow-up consistency
• Coaching opportunities

Prepare findings for the Director of Sales, identifying trends, discrepancies, and opportunities for improvement.

Monthly Responsibilities

Prepare the following reports:

• CRM Health Report: Database accuracy, completeness, duplicates, and missing information.
• GPS Compliance Report: Field activity verification, route completion, and discrepancies.
• Referral Source Report: Referral accuracy, referral activity, and account attribution.
• Relationship Progression Report: Changes in account engagement and relationship development.
• Lost Opportunity Report: Identified opportunities that did not convert into business.
• BDR Leaderboard: Comparative performance based on established departmental KPIs.
• Executive Sales Summary: Consolidated overview of departmental activities, performance trends, and opportunities.

Provide recommendations for improving accountability, CRM accuracy, sales processes, and overall business development performance.

Marketing Coordination

Serve as the liaison between Business Development and Marketing by:

• Coordinating marketing materials.
• Managing promotional inventory.
• Supporting networking events and trade shows.
• Assisting with community outreach.
• Ensuring BDRs have appropriate sales collateral.
• Communicating marketing needs and requests to the appropriate department.

Key Performance Indicators (KPIs)

Success in this role will be measured by:

• CRM accuracy and completeness.
• Daily GPS audits completed.
• Referral source accuracy.
• Timeliness of reports.
• Scorecard accuracy.
• Responsiveness to leadership.
• Cross-department communication.
• Process improvement recommendations.
• Department organization and efficiency.
• Consistency in enforcing established documentation standards.

Specific performance targets may be established by the Director of Sales based on organizational needs, departmental size, and available systems.

Professional Expectations

The Business Development Coordinator is expected to:

• Maintain confidentiality.
• Demonstrate professionalism and integrity.
• Be highly organized and detail-oriented.
• Communicate effectively with all departments.
• Take initiative and work independently.
• Manage multiple priorities in a fast-paced environment.
• Represent the organization professionally.
• Maintain accuracy and objectivity when reporting departmental performance.
• Continuously seek opportunities to improve the Business Development Department.

Success in This Role

A successful Business Development Coordinator is more than an administrative assistant. This individual creates accountability, maintains accurate data, improves communication, supports leadership, strengthens referral relationship management, and helps protect the integrity of the organization's business development efforts.

By providing leadership with reliable information, organized systems, and actionable insights, the Business Development Coordinator plays an important role in the organization's continued growth and success.