Who Are We?
Poly-Nova opened in Guelph in 1996. We have a 30,000 square foot manufacturing plant and employ about 150 employees. We produce rubber products for the automotive & power transmission industries. Our areas of expertise are in rubber molding, material development, engineering, injection molding and over molding.
We were purchased by Starlim Sterner in 2011, market leaders in Silicone Liquid Injection Molding, with the head office in Austria and a manufacturing plant in London Ontario. With the ability to offer rubber and silicone under one company we can expect exceptional growth for the future.
We are certified IATF16949, and we take quality seriously. Our customers choose us for many reasons; we collaborate with them to deliver a solution, we are exceptional at design & development, we stand behind our products, and we are continually advancing technologically. We can exceed customer expectations because of the commitment & dedication of our employees. We are also proud to say we have ISO 450001 & ISO 14001 certifications. We are committed to being a healthy, safe, and environmentally conscious workplace.
Position Overview
The Commercial Sales Coordinator provides critical commercial and administrative support to the Sales and Marketing team, with a primary focus on managing the RFQ-to-quote process and ensuring a high level of customer responsiveness. This role serves as a key point of contact for pre-production customer inquiries, coordinating cross-functional inputs to develop accurate and timely quotations. The position is responsible for maintaining organized and accurate tracking of RFQs, quotes, and customer data within CRM/ERP systems, while ensuring quote quality, consistency, and adherence to commercial requirements. By managing workflows, facilitating internal communication, and supporting reporting activities, the Commercial Sales Coordinator plays an essential role in enabling efficient sales operations and supporting new business growth.
Compensation: $55,000 - $75,000 annually
Objectives
- Provide exceptional commercial and administrative support to the Sales and
- Marketing team, with primary focus on RFQ intake, quote coordination, and customer responsiveness.
- Project a professional company image through clear, timely, and courteous communication with customers via phone, email, and virtual meetings.
- Improve the speed, accuracy, and consistency of the RFQ-to-quote process by coordinating internal inputs, maintaining strong workflow discipline, and ensuring quote quality.
- Maintain accurate customer, quote, and opportunity data in CRM/ERP systems to support effective follow-up, forecasting, and account development.
- Reduce administrative burden on the VP Sales & Marketing and sales team, enabling greater focus on revenue growth and customer development.
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.
General Tasks (if relevant)
- 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.
Qualifications/ Requirements/ Competencies
- High school diploma required; post-secondary education in Business, Administration, or a related field is an asset.
- 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.
- Experience working cross-functionally with Sales, Engineering, Operations, Quality, and Finance teams is an asset.
Specifications
- 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.
Accessibility
Poly-Nova Technologies is committed to providing an accessible workplace. If you require an accommodation of any kind during the recruitment process, please notify the recruiter during any aspect of the hiring process.
What We Offer
- Group Retirement and Savings Plan with Employer Match
- Health, dental, vision and life insurance benefits from day one
- Company events
- Employee assistance program
- On-site parking
- Opportunities for growth and development
- Paid time off
- Tuition Reimbursement
