Sales and Account Coordinator

Are you a dedicated and detail-oriented professional with a passion for assisting sales representatives and ensuring smooth sales operations? Do you excel at providing vital support in a fast-paced environment, helping to drive success through effective coordination and problem-solving?

If you’re ready to join a company that values teamwork, invests in its employees, and prioritizes customer satisfaction, A.J. Stone Company Ltd. invites you to apply for our full-time position at our head office in Vaughan, Ontario.

SALES AND ACCOUNT COORDINATOR

For over fifty years, A.J. Stone Company Ltd. has provided vital, industry-leading products and services for the fire service and first responders. Known for our distinct and vast knowledge of the Canadian fire and emergency services market, we pride ourselves on providing customers with the highest standard of service, backed by industry experts.

The Sales and Account Coordinator plays a vital role in supporting the sales team throughout the sales process. This position is focused on assisting sales representatives with critical tasks, including quotes, price requests, order processing, and invoicing, ensuring the smooth operation of sales activities. As a Sales and Account Coordinator, you will manage and coordinate all aspects of the internal sales process, working closely with assigned sales representatives to deliver high-quality service, drive customer satisfaction, and maintain the highest standards of accuracy and efficiency.

KEY DUTIES AND RESPONSIBILITIES

Sales and Customer Assistance:

• Assist sales reps with quotes, pricing, orders, and invoicing via phone, email, or in person.
• Provide timely and accurate administrative support to sales reps, adapting to their specific needs.
• Coordinate sales activities, manage customer information, and follow up with customers.
• Act as the main point of contact for customer accounts, ensuring smooth communication and issue resolution.
• Address and resolve order issues, product concerns, and coordinate returns or repairs.

Order Management:

• Manage the order process from start to finish, ensuring accurate and timely processing.
• Track and update orders, monitor delivery timelines, and communicate order status.
• Manage customer contracts, pricing, and inventory commitments.
• Follow up on past-due orders, invoices, and return authorizations.

Record Maintenance and Reporting:

• Maintain accurate records of customer interactions, orders, and account activity.
• Update customer and inventory data and prepare sales reports and performance metrics.
• Ensure sales documentation is accurate and properly filed.

Vendor and Product Management:

• Assist in sourcing products and securing competitive pricing.
• Liaise with suppliers on product availability, lead times, and pricing.
• Stay informed about new products and industry trends, continuously enhancing product knowledge.

Cross-Departmental Collaboration:

• Work with operations, inventory, and finance teams to ensure smooth order fulfillment.
• Maintain processes and assist with inventory counts and adjustments.

Process Improvement, Administration, and Compliance:

• Identify opportunities for process improvements to increase efficiency and satisfaction.
• Adhere to internal policies and help update procedures.
• Manage email inboxes, handle escalated concerns, and ensure customer satisfaction.

This role serves as the central hub for sales-related activities, providing essential support to the sales team, streamlining communication between customers, sales representatives, and operational teams, and resolving any issues that arise. Your success will depend on your passion to help others, ability to absorb and retain product knowledge, understand key internal sales/order processes, and apply strong organizational, communication, and prioritization skills. You will need to collaborate effectively with multiple stakeholders, demonstrate problem-solving abilities, pay close attention to detail, and continually seek to enhance your knowledge of industry products, and building strong relationships with your sales team.

KEY SKILLS, KNOWLEDGE, AND ABILITIES

Sales Support:

• Strong understanding of sales processes, including quoting, pricing, order management, and invoicing.
• Ability to provide high quality assistance and support to sales representatives effectively, ensuring smooth and efficient sales operations.
• Ability to adapt to specific representatives’ communication preferences and needs.

Customer Service:

• Excellent interpersonal and communication skills, both verbal and written, with the ability to interact professionally with customers, suppliers, and internal teams.
• Strong commitment to providing high-quality customer service and maintaining positive client relationships.

Organizational and Time Management Skills:

• Proven ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Strong organizational skills with attention to detail, ensuring accuracy in all aspects of the role.

Problem-Solving and Critical Thinking:

• Ability to identify potential challenges and proactively develop solutions. Ask questions and retain information for future use.
• Strong analytical skills to address order-related issues, process improvements, and customer service concerns.

Collaboration and Teamwork:

• Demonstrated ability to work collaboratively with sales representatives, operational teams, and suppliers.
• Strong team player with the ability to work effectively across departments to achieve common goals.

Product Knowledge and Industry Insight:

• Ability to absorb, retain, and apply knowledge about products, industry trends, and market developments.
• Willingness to continuously enhance industry knowledge through training and self-directed learning.

Technical Proficiency:

• Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint) and Customer Relationship Management (CRM) software.
• Experience with inventory management systems and order processing tools is an asset.
• Ability to calculate figures and amounts such as profit margins, discounts, and percentages. Apply concepts of basic mathematics.
• Basic technical aptitude with the ability to read and interpret basic schematics.

Attention to Detail and Accuracy:

• High level of attention to detail, particularly in managing orders, accuracy in invoicing and pricing, maintaining records, and handling data.
• Commitment to administrative accuracy and maintaining high standards in all work performed.
• Strong listening, reading, grammar and writing skills. Ask specific and concise questions.
• Strong organizational and time management skills.

Adaptability and Flexibility:

• Ability to adapt to changing priorities and business needs, maintaining flexibility in handling various responsibilities.
• Openness to taking on new tasks and responsibilities as assigned.

Ethical Conduct and Professionalism:

• Strong adherence to company policies, procedures, and ethical standards.
• Professional demeanor, with the ability to handle sensitive information with discretion.

QUALIFICATIONS

The Sales and Account Coordinator position requires a bachelor’s degree in business administration, marketing, sales, OR a related field, OR equivalent work experience. Candidates should have 2-4 years of experience in sales support, account management, or customer service, with a preference for experience in order processing or sales administration within a sales-driven environment.

Preferred qualifications include 5+ years of experience in account management or sales coordination/sales assistance, coordination, or support roles. Additionally, 2+ years of experience in the fire industry is desirable. A background in business administration, with at least 5 years of experience, would also be considered.

Must be well-versed in computerized network systems and highly proficient in all Microsoft applications, particularly Outlook and Excel. Experience with Enterprise Resource Planning (ERP) software or Customer Relationship Management (CRM) platforms is preferred. Knowledge of Spire ERP will be considered a valuable asset. Familiarity with virtual communication tools such as MS Teams, Zoom, and WebEx is essential, along with strong online and resource research skills.

The successful candidate will possess excellent time management and organizational skills, along with strong written and verbal communication abilities essential for assisting in the sales process. This role requires demonstrated problem-solving skills, a proactive and self-motivated approach, and the ability to work independently with minimal supervision.

The incumbent should also have experience supporting sales activities, ensuring seamless order management, and coordinating with sales representatives. Additionally, they will have experience in complaint handling, de-escalation, and conflict resolution techniques, coupled with the ability to manage the pressures and challenges associated with addressing customer complaints.

While the role primarily involves working in an office environment, occasional travel may be required for client meetings, trade shows, or training, and occasional work in the warehouse.

A.J. Stone Company Ltd. offers a competitive salary and benefits package. Salary is determined based on qualifications, experience, and suitability for the role. The current range is from $55,000 to $65,000 however we will compensate based on qualifications and experience.

To explore this opportunity further, please forward both a cover letter and resume (cover letter is a requirement) quoting "Sales and Account Coordinator" to the attention of:

Michelle O’Hara

Vice President of Operations

A.J. Stone Company Ltd.