SALES & MARKETING - COMMERCIAL SALES COORDINATOR

Poly-Nova Technologies•Guelph, ON

3d•Onsite

About The Position

Poly-Nova, established in Guelph in 1996, is a 30,000 square foot manufacturing plant employing approximately 150 individuals. We specialize in producing rubber products for the automotive and power transmission industries, with expertise in rubber molding, material development, engineering, injection molding, and over molding. Since being acquired by Starlim Sterner in 2011, market leaders in Silicone Liquid Injection Molding, we now offer both rubber and silicone solutions, positioning us for significant future growth. Our commitment to quality is demonstrated by our IATF16949 certification, and customers choose us for our collaborative approach to solutions, exceptional design and development capabilities, product reliability, and continuous technological advancement. We are also proud to hold ISO 450001 and ISO 14001 certifications, underscoring our dedication to being a healthy, safe, and environmentally conscious workplace. The Commercial Sales Coordinator will provide exceptional commercial and administrative support to the Sales and Marketing team, focusing on RFQ intake, quote coordination, and customer responsiveness. This role is crucial for projecting a professional company image through timely and courteous communication, improving the RFQ-to-quote process speed and accuracy, maintaining accurate CRM/ERP data, and reducing the administrative burden on the sales leadership to allow for greater focus on revenue growth.

Requirements

High school diploma required
3–5 years of experience in sales coordination, customer service, inside sales, quoting, or a related commercial support role (manufacturing environment preferred).
Experience processing RFQs, quotations, customer portal submissions, and commercial documentation in a technical or manufacturing setting is strongly preferred.
3–5 years of ERP and CRM experience required, including accurate data entry, quote tracking, and record maintenance.
Proficient in Microsoft Office applications including Word, Excel, Outlook, and PowerPoint.
Exceptional written and verbal communication skills.
Excellent interpersonal skills for building effective relationships internally and externally.
Strong attention to detail, particularly in pricing, quotation documents, version control, and ERP/CRM data accuracy.
Excellent organizational skills and ability to manage multiple RFQs, deadlines, and changing priorities.
Strong problem-solving skills and ability to escalate issues appropriately.
Professional, customer-focused approach with a high level of accountability and follow-through.
Ability to work in a fast-paced environment while maintaining accuracy and responsiveness.

Nice To Haves

post-secondary education in Business, Administration, or a related field is an asset.
Experience working cross-functionally with Sales, Engineering, Operations, Quality, and Finance teams is an asset.

Responsibilities

Act as front-line commercial support for customer inquiries related to pre-production business, interacting via telephone, email, and video conferencing.
Receive and process all incoming RFQs; confirm requirements, timelines, and documentation completeness before routing internally.
Maintain and administer the RFQ log / quote tracker as the primary source of status, deadlines, ownership, and follow-up actions.
Assemble formal quotations using approved templates, pricing inputs, and commercial terms, and provide completed quote packages to sales team members and/or the VP Sales & Marketing for review.
Coordinate with internal departments (Engineering, Operations, Quality, Finance, etc.) to gather required information related to customer requirements, lead times, technical assumptions, and quotation inputs.
Coordinate initial quote review meetings for complex RFQs and distribute required information to internal stakeholders.
Submit quotations and related documents through customer portals and maintain customer-specific portal records, forms, and commercial documentation.
Perform quote quality checks prior to submission to confirm completeness, pricing accuracy, assumptions, and alignment with approved commercial terms.
Maintain RFQ and quote tracking to ensure timely follow-up, visibility of open quotations, and escalation of overdue items.
Maintain CRM and ERP system data, including new customer setup, updates to existing customer records, contact details, and opportunity/quote status changes.
Communicate regularly with internal stakeholders to ensure customer requirements and development activities are aligned and accurately documented.
Support pre-production customer issue resolution by coordinating internal responses, communicating status updates, and escalating concerns when required.
Track, prepare, and report quote activity, quote metrics, and new business performance (e.g., RFQs received, quotes submitted, quote aging, and win/loss results), and provide regular summary reports to the VP Sales & Marketing.
Coordinate quotation updates related to engineering changes, customer revisions, and commercial changes, while maintaining version control.
Prepare and maintain pre-award commercial documentation and support a clean handoff of awarded business to internal teams using standardized handoff information.
Maintain historical quote records and prepare basic quote activity reports (RFQs received, quotes submitted, open/aging quotes, and follow-up status) for the VP Sales & Marketing.
Create and modify sales and marketing documents using Microsoft Office applications.
Maintain hard copy and electronic filing systems for all sales and marketing-related documents in accordance with company standards.
Provide coverage for other sales team members during holidays or absenteeism, with priority given to RFQ and quote continuity.
Support sales and marketing administrative activities as needed, including document preparation, meeting coordination, and internal follow-up.