Inside Sales Coordinator

Advantage Personnel; Kingston; On-site; CAD 30,000 - 60,000; Full time

Job summary

A Canadian staffing organization is seeking an Inside Sales Coordinator in Kingston, Ontario. This role involves supporting a multi-trade service operation by preparing bids and coordinating projects. Candidates should have experience in mechanical or HVAC environments and be comfortable working with technical documentation. Strong attention to detail is essential. The position is primarily office-based with some site visits required. We offer competitive pay based on experience.

Qualifications

• Experience in a mechanical or HVAC-related environment.
• Familiarity with HVAC systems, refrigeration, and gas-related services.
• Strong working knowledge of Microsoft Office tools.

Responsibilities

• Review contracts and drawings to support bid preparation.
• Prepare quotations, proposals, and service contracts.
• Coordinate with vendors and subcontractors for pricing and documentation.
• Support bid submissions and document control processes.
• Prepare and track project documentation.

Skills

Previous experience in mechanical, HVAC, refrigeration, or related industrial service

Familiarity with mechanical service work, including HVAC systems

Experience with service management software like Sampro

Strong knowledge of Microsoft Word and Excel

Attention to detail and ability to manage multiple deadlines

Job description

Job Title: Inside Sales Coordinator

Location: Kingston, Ontario

Pay Rate: $30.00/hr to $45.00/hr (depending on experience)

Shift: Monday to Friday, 8:00 am - 5:00 pm. (1 hour lunch break)

Position Overview

The Inside Sales Coordinator supports a multi-trade industrial and mechanical services operation by preparing bids, quotations, and supporting documentation for service and project work. The role works closely with management, estimators, vendors, and subcontractors to ensure pricing, contracts, and proposals are accurate, compliant, and submitted on time. Once work is awarded, this position continues to support coordination and documentation throughout the project lifecycle.

This role is best suited for someone with experience in mechanical or HVAC-related environments who is comfortable working with technical documentation, contracts, and multiple stakeholders.

Key Responsibilities

• Review contracts, drawings, RFIs, and tender documents to support bid preparation.
• Prepare quotations, proposals, and service contracts, including pricing analysis and gross profit calculations.
• Coordinate with vendors and subcontractors to obtain pricing, lead times, and required documentation.
• Support tender closings, bid submissions, and document control processes.
• Prepare and track RFIs, change requests, extras, and related project documentation.
• Coordinate with internal teams, engineers, and subcontractors once bids are awarded.
• Attend job sites as required to meet with vendors, engineers, or project teams.
• Assist with project billing, turnover packages, and as-built documentation.
• Maintain accurate and organized project records within internal systems.

Requirements

• Previous experience in a mechanical, HVAC, refrigeration, or related industrial service environment.
• Familiarity with mechanical service work, including HVAC systems, refrigeration, and gas-related services.
• Experience working with Sampro or similar service management software.
• Strong working knowledge of Microsoft Word and Excel.
• Experience supporting bids, quotations, or proposals and coordinating with vendors or subcontractors.
• Strong attention to detail and the ability to manage multiple deadlines in a fast-paced environment.

Work Conditions

Primarily office-based with occasional site visits. Regular interaction with vendors, subcontractors, engineers, and internal project teams.

Advantage Personnel is proudly a Canadian owned and operated staffing organization operating since 1986. We are an equal opportunity provider of work opportunities and strive to be an inclusive partner in our local business communities. Should you require accommodation during the onboarding process, please make the request to your local office contact at the onset of the process. We will ensure that all requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity. We acknowledge that software used in our recruitment and selection process may have Artificial Intelligence components built in but confirm that all work assignment decisions are made by our expertly trained staff. The position advertised here is for a current vacancy.