Inside Sales Coordinator

DEFSEC Technologies Inc.; Ottawa; On-site; CAD 50,000 - 65,000; Full time

Job summary

DEFSEC Technologies is seeking an Inside Sales Coordinator to own the front end of the sales process in Ottawa. You will manage inbound opportunities, prepare quotes, and drive follow-ups to convert leads then ensure readiness for demos and trade shows.

You will build strong customer relationships through timely, professional communication and coordinate internal demo logistics to keep sales timelines intact. This role requires organization, initiative, and a sales-driven mindset.

Qualifications

• 2+ years in inside sales or sales support.
• Experience with CRM systems; HubSpot preferred.
• Strong communication and follow-up discipline.

Responsibilities

• Own inbound opportunities and manage quotes to support revenue conversion.
• Prepare accurate quotes aligned with customer requirements.
• Drive follow-ups to move opportunities forward.
• Coordinate demos and trade-show readiness.
• Maintain relationships through timely, professional communication.
• Manage pipeline activity and data in HubSpot CRM.
• Support order processing and required sales documentation.

Skills

Inside sales

HubSpot CRM

Communication skills

Organization

MS Office

Customer relations

Sales follow-up

Multitasking

Problem solving

Tools

HubSpot

Job description

Reports to: Chief Financial Officer (until VP, Business Development and Marketing is in place)

Position Overview

We are seeking a driven and detail-oriented Inside Sales Coordinator to own the front end of our sales process. This role is responsible for managing inbound opportunities, preparing quotes, and driving follow-ups to support revenue conversion, while ensuring readiness for demos and trade shows.

Equally important, this role is responsible for building and maintaining strong customer relationships through consistent, responsive, and professional communication. The ideal candidate is proactive, organized, and motivated by moving opportunities forward while delivering a high-quality customer experience.

Key Responsibilities:

Inside Sales, Customer Relationships & Pipeline Management (Primary Focus)

• Serve as the primary point of contact for inbound customer inquiries
• Build and maintain strong, professional relationships with customers through timely, consistent communication
• Understand customer needs and ensure accurate alignment in quotes and responses
• Qualify and manage opportunities from initial contact through quote delivery
• Prepare accurate, timely quotes aligned with customer requirements
• Actively follow up on quotes, leads, and customer requests to drive conversion
• Maintain and manage all customer interactions, opportunities, and pipeline activity in HubSpot CRM
• Ensure data accuracy and visibility across the sales pipeline
• Support order processing and ensure all sales documentation is complete
• Ensure all required equipment and materials are prepared and available to support scheduled demos
• Coordinate internal demo logistics to ensure readiness without impacting sales timelines
• Identify and resolve any gaps that could delay or impact demo execution

Trade Show & Event Support

• Support preparation and logistics for trade shows and events
• Ensure all sales materials, equipment, and assets are ready and delivered on time
• Assist in post-event follow-up coordination within the sales pipeline

Qualifications

• 2+ years of experience in inside sales, customer service with sales responsibility, or sales support
• Experience using CRM systems; HubSpot strongly preferred
• Strong communication and relationship-building skills
• Sales-oriented mindset with strong follow-up discipline
• High level of organization and attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency in Microsoft Office Suite
• Strong customer relationship management and communication
• Sales-driven with a focus on responsiveness and conversion
• Ownership of pipeline and customer interactions
• Ability to balance sales priorities with execution responsibilities
• Problem-solving and proactive coordination

Performance Indicators

• Lead response time
• Quote turnaround time
• Quote-to-order conversion rate
• Customer responsiveness and satisfaction
• CRM data accuracy and pipeline hygiene
• On-time demo and event readiness

Nice to Have

• Experience in defence, public safety, or technology industries
• Experience in equipment-based or technical sales environments
• Familiarity with quoting processes and sales pipelines
• Experience supporting demos, trade shows, or field sales activities

DEFSEC Technologies is an equal opportunity employer and is committed to providing equal employment opportunities to all qualified individuals regardless of race, color, religion, sex, gender identity, sexual orientation, marital status, national origin, age, disability of any other protected status under applicable law. We celebrate diversity and are dedicated to creating a work environment that is inclusive and welcoming to all, including LGBTQ2S+ individuals. Our hiring decisions are based on qualifications, merit, and business needs. In every step of the interview procedure, DEFSEC is committed to providing accommodations.