Vendor Coordinator

Proax Technologies Ltd.; Mississauga; On-site; CAD 50,000 - 70,000; Full time

Job summary

Proax Technologies Ltd. in Mississauga seeks a detail-oriented Vendor Coordinator to support the Vendor Management team. You will coordinate vendor initiatives, manage communications, and ensure execution across promotions, product launches, training and reporting.

You’ll collaborate with Vendor Managers, Sales, Marketing and Operations to maintain data accuracy, track actions, and drive demo equipment logistics, MDF funding, and events. This fast-paced role rewards cross-functional teamwork.

Qualifications

• 2+ years of experience in coordination, operations, administrative, or support role.
• Strong organizational and time management skills.
• High attention to detail and ability to manage multiple priorities.
• Strong communication skills and ability to work cross-functionally.
• Proficiency with Microsoft Office (Excel, PowerPoint, Outlook).
• Experience in a B2B environment or vendor programs is a plus.

Responsibilities

• Act as a day-to-day contact for vendor coordination and communication.
• Schedule and coordinate vendor meetings, agendas, materials, and follow-ups.
• Manage information flow between internal teams and vendor partners.
• Track action items and elevate issues when needed.
• Coordinate timelines, deliverables, and workflows for Vendor Managers.
• Maintain vendor trackers, dashboards, and documentation.
• Ensure processes are followed and deadlines are met.
• Arrange ordering of demo equipment from vendors and manufacturers.
• Coordinate allocation and distribution across sales teams and events.
• Track demo inventory, usage, and availability; manage shipping/returns.
• Track MDF/co-op balances, usage, and activity status; ensure compliance.
• Submit claims and follow up on reimbursements; coordinate vendor-funded activities.
• Support new product launches, promotions, campaigns, and events.
• Organize tradeshows and sales initiatives; maintain promotion calendars.
• Maintain vendor price lists and ensure pricing accuracy.
• Support onboarding of new vendors and data entry.
• Coordinate onboarding training and internal communications.
• Ensure documentation is completed and organized.
• Enter and track vendor-related leads in HubSpot; monitor follow-ups.
• Track performance metrics and data quality; assist with business reviews.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

Cross-functional collaboration

Tools

HubSpot

Microsoft Office

Job description

Who are we?

Proax Technologies is a leading Technical Automation Distributor that offers innovative product solutions in the areas of Automation and Robotics, Motion Control and Machine Safety, creating close relationships with our valued customers, vendors, and employees.

Why Join Us

• Be part of a collaborative, high-impact team
• Work closely with leading vendors and internal stakeholders
• Gain exposure to sales, marketing, and operations functions
• Play a key role in driving execution and business success

General Description

We are seeking a highly organized and detail-oriented Vendor Coordinator to support our Vendor Management team. In this role, you will be the operational backbone that keeps vendor programs, communications, and activities running smoothly.

You’ll work closely with Vendor Managers, Sales, Marketing, and Operations to coordinate vendor initiatives, manage logistics, maintain accurate data, and ensure execution excellence across promotions, product launches, training, and reporting.

This is an ideal opportunity for someone who thrives in a fast-paced, collaborative environment and enjoys turning plans into action.

Job Duties / Responsibilities

Vendor Coordination & Communication

• Act as a day-to-day point of contact for vendor coordination and communication
• Schedule and coordinate vendor meetings, including agendas, materials, and follow-ups
• Manage information flow between internal teams and vendor partners
• Track action items and elevate issues when needed

Operations & Process Execution

• Support Vendor Managers by coordinating timelines, deliverables, and workflows
• Maintain vendor trackers, dashboards, and documentation
• Ensure processes are followed and deadlines are met

Demo Equipment Coordination

• Arrange ordering of demo equipment from vendors and manufacturers
• Coordinate allocation and distribution across sales teams and events
• Track demo inventory, usage, and availability
• Manage logistics including shipping, returns, and lifecycle tracking

Marketing Funds (MDF) & Program Support

• Track MDF/co-op balances, usage, and activity status
• Ensure documentation and compliance requirements are met
• Submit claims and follow up on reimbursements
• Coordinate execution of vendor-funded activities

Product Launches, Promotions & Events

• Support new product launches, including system setup and training coordination
• Assist with execution of promotions, campaigns, and vendor programs
• Organize and support tradeshows, events, and sales initiatives
• Maintain promotion calendars and ensure timely execution

Pricing & Data Management

• Maintain and update vendor price lists across systems
• Ensure pricing accuracy and communicate updates internally
• Support data collection for pricing and performance analysis
• Identify and flag discrepancies for resolution

Vendor Onboarding

• Support onboarding of new vendors, including system setup and product data entry
• Coordinate onboarding training and internal communications
• Ensure all required documentation is completed and organized

Lead & CRM Coordination (HubSpot)

• Ensure vendor-related leads are entered, assigned, and tracked correctly
• Monitor follow-up activity and lead flow
• Track basic performance metrics and flag data quality issues

Training & Sales Enablement Coordination

• Create and maintain a vendor training calendar for Inside Sales and Sales teams
• Schedule and coordinate training sessions (logistics, invites, materials)
• Track attendance and maintain training records
• Support training tied to promotions and product launches

Sales & Commercial Support

• Assist with contract documentation and tracking
• Track rebates, special pricing agreements (SPAs), and vendor programs
• Support communication between Sales, Vendor Managers, and Operations
• Assist with inventory and supply updates as needed

Reporting & Business Planning Support

• Prepare vendor reports, dashboards, and scorecards
• Support data preparation for business reviews (monthly and quarterly)
• Track progress against vendor targets and initiatives

What You Bring

Required

• 2+ years of experience in coordination, operations, administrative, or support role
• Strong organizational and time management skills
• High attention to detail and ability to manage multiple priorities
• Strong communication skills and ability to work cross-functionally
• Proficiency with Microsoft Office (Excel, PowerPoint, Outlook)

Preferred

• Experience in a B2B environment (technology, distribution, or vendor programs)
• Familiarity with CRM systems (HubSpot preferred)
• Experience coordinating events, promotions, or training initiatives
• Experience working with vendors, suppliers, or partner programs

Compensation

Expected Compensation: $50,000 - $70,000 per year. Compensation will be determined based on the experience, skills and qualifications and falls within the expected range for this role.