Sales Coordinator - US Market

Headquartered in Toronto, Polar Racking Inc. is a North American leader in the design, engineering and manufacturing of PV mounting systems. We are at the forefront of PV innovation, leading the industry in cutting edge design with a focus on continuous innovation. Our vision is to deliver the highest value to our clients at the lowest cost per kWh. To support this, the company has a diversified portfolio of ground mount and carport products for the commercial and utility scale markets. This, coupled with our unique suite of engineering collaboration tools, technical services and installation support allow us to deliver turnkey solutions that are modular, lighter, and quicker to install. We support our North American and Caribbean clients from our locations in Toronto, Calgary, and US.

The Opportunity:

The Sales Coordinator plays a critical role in supporting the sales function by coordinating between customers and internal teams including Engineering, Supply Chain, and Logistics. This role is responsible for managing the quotation process, maintaining strong customer relationships, and ensuring timely and accurate delivery of proposals.

The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced, cross-functional environment, contributing to both revenue growth and an exceptional customer experience.

Responsibilities:

• Support Sales Directors and Sales Managers with daily sales activities and pipeline management.
• Act as a primary point of contact for customer inquiries, ensuring timely and professional responses.
• Prepare and submit customer proposals, quotations, and follow-ups.
• Participate in sales calls, client meetings, and internal strategy discussions.
• Gather and validate all necessary customer and project information for accurate quoting.
• Collaborate with Engineering, Supply Chain, and Logistics teams to develop competitive proposals.
• Leveraged AI tools (e.g., ChatGPT, Microsoft Copilot) to streamline sales communications, generate client-facing materials, and improve response turnaround times
• Applied AI tools to draft proposals, summarize client interactions, and enhance overall sales workflow productivity
• Track quotation progress and ensure adherence to committed delivery timelines.
• Proactively identify and communicate any risks, delays, or roadblocks to Sales leadership.
• Develop and maintain strong relationships with customers to support account growth.
• Follow up on submitted proposals to drive conversions and close opportunities.
• Handle customer concerns effectively while maintaining a high level of service.
• Maintain accurate and up-to-date customer records in CRM systems (e.g.HubSpot).
• Ensure all RFP documents, quotes, and project data are properly documented and stored.
• Track sales activities, pipeline updates, and customer interactions.
• Meet or exceed assigned sales targets, margin goals, and personal KPIs.
• Stay informed on product offerings, market trends, and competitive landscape.
• Participate in training sessions, trade shows, and company events.
• Act as a brand ambassador, promoting company values and professionalism in all interactions.
• Contribute to a positive, collaborative, and high-performance work environment.
• Ensure all communications reflect the company’s corporate image and standards.

Qualification:

• Bachelor’s degree in Business, Engineering, Supply Chain, or a related field preferred.
• Minimum 2 to 3 years of experience in inside sales, customer service, or sales coordination (preferably in manufacturing, engineering, or construction industries).
• Strong communication and interpersonal skills
• Excellent organizational and time-management abilities
• Ability to manage multiple priorities in a deadline-driven environment
• Strong attention to detail and problem-solving mindset
• Proficiency in CRM systems and Microsoft Office (Excel, Word, Outlook)
• Ability to work cross-functionally with technical and operational teams

Why Polar Racking?

Join our team and become part of a dynamic company at the forefront of the renewable energy sector. In addition to competitive compensation, we offer a comprehensive benefits package including RRSP contributions, generous vacation time, and the opportunity for career growth.

As a valued member of our team, you'll also enjoy perks such as a company vehicle and a collaborative, fun work environment where innovation and teamwork are celebrated. If you're passionate about making a positive impact in the world while working with a supportive team, we invite you to apply and embark on an exciting journey with us.

We value an innovative, diverse workplace where all colleagues feel empowered to be their authentic selves. We are proud to be an equal opportunity workplace.