Sales & Service Coordinator at Castle Rock… · Colwood

Sales & Service Coordinator

Position Overview

The Sales & Service Coordinator is responsible for providing administrative and coordination support to the sales and operations functions at HDS. This role ensures that quotes are accurate and complete before being delivered to customers, maintains visibility into the sales pipeline, and coordinates the scheduling of installation and service work in collaboration with the Operations Lead. The Sales & Service Coordinator supports efficient workflow between sales, operations, and finance, ensuring that projects move smoothly from initial inquiry through to invoicing and payment.

Key Responsibilities

Sales Support

• Review sales quotes for accuracy and completeness before delivery to customers.
• Track and update the status of all quotes and jobs within the sales pipeline (delivered, follow-up required, declined, accepted, deposit received, scheduled, completed, invoiced, payment received).
• Assist the sales team with document preparation, customer communications, and follow-up.
• Maintain an organized database of quotes, contracts, and customer correspondence.

Scheduling & Coordination

• Coordinate installation and service schedules in collaboration with the Operations Lead.
• Match available crews and resources to customer commitments.
• Communicate scheduling details clearly to both customers and internal teams.
• Adjust schedules proactively in response to delays, urgent requests, or resource changes.

Administrative Support

• Prepare and distribute work orders, job files, and related documentation.
• Ensure project files are accurate and complete for both sales and operations handoff.
• Maintain accurate records in company systems (CRM, scheduling software, or equivalent).
• Support preparation of reports on sales pipeline status, job completions, and outstanding Accounts Receivable.
• Provide administrative support to Finance as capacity allows.

Customer & Financial Tracking

• Ensure deposits are tracked, received, and recorded properly.
• Monitor invoicing and payment milestones, following up as needed with the finance team.
• Assist with accounts receivable tracking and customer payment follow-up.
• Serve as a point of contact for customers regarding scheduling and administrative matters.

Qualifications

• 3–5 years of experience in an administrative, sales coordination, or customer service role (construction or service industry experience an asset).
• Strong organizational and scheduling skills with attention to detail.
• Experience using CRM, scheduling, or ERP software.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Excellent communication skills (written and verbal).
• Attention to Detail: Reviews quotes and documentation thoroughly.
• Problem Solving: Anticipates scheduling conflicts and resolves issues proactively.
• Accountability: Tracks commitments and follows through to completion

If you are a dedicated, motivated and experienced Sales & Service Coordinator, or someone with similar and transferable skills looking for an exciting and challenging place to grow your career, we look forward to hearing from you.

As a 100% First Nations-owned business, we strongly encourage submissions from qualified First Nation, Metis and Inuit Peoples.

While we thank and appreciate all applicants, only those selected for an interview will be contacted.

No phone calls or agencies, please.