Internal Sales Coordinator

Polyaire; Brisbane; On-site; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Great work life balance

Free uniform allocation

Employee Assistance Program

Service Awards Program

Employee Referral Program

Novated Leasing (Flare)

Workplace Banking and Financial Wellbe

Discounts from leading retailers

Job summary

Polyaire is seeking an Internal Sales Coordinator to support the QLD Commercial division in Brisbane. Reporting to the QLD Commercial Manager, you will handle sales orders, invoicing, customer liaison, delivery scheduling, and pricing support across Tier 1–3 projects.

This role is the operational backbone of the team, ensuring accuracy and smooth workflows while maintaining strong communication with customers and branch staff.

Qualifications

• Prior experience in an administration, sales support, or estimating role.
• Experience in HVAC, construction, or building products is highly regarded.
• Good data entry skills and strong attention to detail.
• Competent with Microsoft Office (Excel, Word, Outlook) and ERP systems.
• Ability to understand commercial products and discuss them with customers at a general level.
• Strong time management and ability to prioritise competing demands from multiple stakeholders.
• Detail-oriented with strong follow-through on tasks and commitments.
• Process-driven with a preference for accuracy and structured workflows.
• Strong written and verbal communication skills.
• Team-oriented with a collaborative and service-focused approach.
• Ability to work in a fast-paced environment with multiple concurrent priorities across different project tiers.
• Self-motivated and able to work with minimal supervision once trained.
• Comfortable escalating issues and seeking guidance when operating outside established processes.

Responsibilities

• Process sales orders and invoices accurately and in a timely manner.
• Raise and receipt purchase orders into the system.
• Track, manage and process change orders.
• Monitor overdue orders and update due dates.
• Respond to customer enquiries on delivery, stock, and order status.
• Coordinate transport for outgoing orders with freight providers.
• Support quotes and pricing with the Commercial Manager.
• Check quotes against drawings and overseas estimates for accuracy.

Skills

Data entry

Attention to detail

Communication skills

Time management

Teamwork

Self-motivation

Tools

Microsoft Office

ERP systems

Job description

About Us
Polyaire is a wholesale distributor of air conditioning products, established in 1973, our support office is in Adelaide with over 30 branches across Australia and over 50 years of experience. We lead the market by offering sustainable, cutting-edge AirTouch solutions that continue to revolutionise comfort in homes and businesses.

At Polyaire our values shape how we work, we are all in, work smart, getting it done and cool service with a warm smile are at the forefront of all we do. Our customers and suppliers are treated like valued partners which means working closely and openly towards sustainable solutions. Having these values as an integral part of our business has made Polyaire the preferred supplier in providing comfort to Australia.

About The Role

Reporting directly to the QLD Commercial Manager, the Internal Sales Coordinator supports activities of the QLD Commercial division, supporting the Commercial Manager and the Senior Project Manager, Project Manager, and Project Coordinator across Tier 1, Tier 2, and Tier 3 commercial projects. This includes sales order processing, invoicing, customer liaison, delivery scheduling, transport coordination, purchase order management, and quotation support.

This role is the operational backbone of the commercial team, ensuring throughput, accuracy, and customer confidence by keeping the processing, documentation, and administrative workflows running across all active projects and customer accounts.

Key Responsibilities

Process sales orders and invoices accurately and in a timely manner

• Raise and receipt purchase orders into the system as instructed
• Track, manage, and process change orders in the system
• Monitor overdue orders and update due dates as required
• Respond to customer enquiries regarding delivery updates, stock availability, and order status
• Communicate relevant order and delivery information accurately to clients, branch staff, and the commercial team
• Keep the Commercial Manager and project management team informed about order status and any issues that may impact client relationships or project timelines
• Arrange transport for outgoing orders, coordinating with freight providers and branch logistics
• Track deliveries and proactively communicate any delays or changes to customers and the project management team
• Process smaller pricing enquiries in accordance with sales and pricing policy
• Support the Commercial Manager and project management team with quotations and general enquiries
• Check quotes against drawings and specifications to ensure accuracy, particularly for orders processed through overseas estimating teams

Provide product and order-related information to customers within established guidelines, escalating technical matters to the relevant manager

Escalate non-routine commercial, technical, or customer issues promptly to the relevant manager

• Identify and flag potential order, delivery, or documentation issues early to minimise impact on customers and project timelines
• Support the commercial team by collaborating with colleagues and sharing knowledge

Qualifications and Experience

• Prior experience in an administration, sales support, or estimating role
• Experience in HVAC, construction, or building products is highly regarded
• Good data entry skills and strong attention to detail
• Competent with Microsoft Office (Excel, Word, Outlook) and ERP systems
• Ability to understand commercial products and discuss them with customers at a general level
• Strong time management and ability to prioritise competing demands from multiple stakeholders
• Detail-oriented with strong follow-through on tasks and commitments
• Process-driven with a preference for accuracy and structured workflows
• Strong written and verbal communication skills
• Team-oriented with a collaborative and service-focused approach
• Ability to work in a fast-paced environment with multiple concurrent priorities across different project tiers
• Self-motivated and able to work with minimal supervision once trained
• Comfortable escalating issues and seeking guidance when operating outside established processes
• A competitive salary on offer
• Full training in all aspects of the business operations
• Great work life balance — no weekend work or late nights!
• Opportunities for professional growth and development
• A supportive and collaborative work environment
• Free uniform allocation — proudly wear the Polyaire uniform (Polyware)
• Access to our Employee Assistance Program
• Service Awards Program
• Employee Referral Program — get rewarded with a cash incentive for referring great people!
• Access to Flare — Novated Leasing + exclusive employee perks & everyday discounts from Australia's leading retailers
• Access to our Workplace Banking and Financial Wellbeing Program