Used Equipment Sales & Inventory Coordinator

Colonial Group; Vaughan; On-site; CAD 65,000 - 75,000; Full time

Job summary

Alta Material Handling is seeking a detail-oriented coordinator to support Used Equipment Sales in Canada. This role owns inventory status, coordinates prep work with Service, and handles order administration from sale through delivery and invoicing.

It serves as the central point of written communication between Sales, Service, Shipping, and customers. This position involves maintaining inventory data, confirming prep scopes, processing orders and invoices, and coordinating cross-border

Qualifications

• Strong Excel skills (filters, lookups, pivots)
• Experience coordinating work across departments with competing priorities
• Clear, concise written communication that translates into actionable instructions
• Highly organized with multiple deadlines and strong follow-through
• Comfort learning and consistently using SILK

Responsibilities

• Maintain master used inventory list with location, condition, price and status
• Enter equipment into SILK with full data (description, model, year, options, hours, warranty)
• Coordinate prep work and safety inspections, track timelines and flag risks
• Process purchase orders and supplier invoices, generate customer invoices
• Arrange deliveries and prepare customs and cross-border documents
• Produce weekly status reports for leadership and maintain organized shipping records

Skills

Excel

Cross-department coordination

Written communication

Attention to detail

SILK familiarity

Tools

SILK

Job description

Total Compensation: $65,000 to $75,000 per year. This range is regarding base salary and does not include benefits. Overall compensation will be determined based on factors such as geographical location, skillset, education, and experience.

Alta Material Handling is seeking an organized, detail-oriented coordinator to support Used Equipment Sales in Canada. This role owns used inventory status, coordinates prep work with Service, and handles order administration from sale through delivery and invoicing. It is the central point for written communication between Sales, Service, Shipping, and customers, so the sales team can focus on selling. This job posting is for an existing vacancy.

Key Responsibilities

Inventory and status control

• Maintain the master used inventory list: unit, specific on-property location, condition/prep level, safety certification status, asking price, and sale status. Keep SILK and the shared tracker current as changes happen.
• Enter received used equipment into SILK with complete data (description, model, year, options, hours, warranty).
• Run scheduled physical location checks and reconcile them to the system.

Service coordination

• Create work orders for prep, PDI, modifications, and safety inspections, with written scope and a required-by date agreed with Service.
• Track prep quotes and work order status from request to completion. Flag timelines at risk to Sales and Service before they are missed.
• Prepare the status list and action items for the regular Used/Service meeting, and distribute follow-ups in writing.

Sales and order administration

• Track pending deals and wholesale packages in the shared tracker.
• Receive and verify purchase orders, process supplier invoices, and forward them to Accounts Payable.
• Generate customer sales invoices in accordance with signed sales agreements.
• Provide order status updates to Sales Representatives and customers.

Logistics

• Arrange deliveries with Shipping, Sales, and customers, and issue shipping documents.
• Prepare customs and cross-border documentation for international shipments to regulatory and carrier standards.

Reporting and records

• Produce a weekly status report for Remarketing leadership covering prepped inventory (condition and price), prep work in progress and pending quotes, pending deals, and month-to-date shipped and invoiced units.
• Maintain organized files for shipped equipment.

Qualifications

• Experience in a material handling or equipment dealership environment is an asset.
• We do not require Canadian work experience for this role.
• Strong Excel skills (filtering, lookups, pivot tables), and comfort learning and consistently using operating systems such as SILK.
• Clear, concise written communication, including the ability to write instructions others can act on.
• Experience coordinating work across departments with competing priorities.
• Highly organized, able to manage multiple deadlines independently, with strong attention to detail and follow-through.
• French language skills are an asset, but not required.