Sales and Service Coordinator
Top Benefits
About the role
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
As an Indigenous owned organization, we encourage applications from qualified First Nations, Metis and Inuit Peoples.
Please no phone calls or agencies.
Job Type: Full-time
Pay: $50,000.00-$65,000.00 per year
Benefits:
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- Store discount
- Vision care
Work Location: In person
About Harbour Door Services Ltd
Harbour Door Services has been in business since 1986, serving Victoria and the surrounding area! We are a family-owned business with a staff of 15. We are active members of the "Victoria Construction Association" , "International Door Association", the "Canadian Door Institute", the "Esquimalt Chamber of Commerce" and the "Better Business Bureau". Our technicians are fully trained and offer extensive experience.
We are a full service operation, providing sales and service of overhead doors, electric operators and residential and commercial gate systems. We specialize in the replacement of older garage doors, which may require low headroom track or other specialty hardware.
Visit our showroom!! It is one of the best in the industry and features a working overhead door and gate system, remote control repair and testing, an extensive selection of operator parts and accessories.
We also offer 24-hour emergency service!
Sales and Service Coordinator
Top Benefits
About the role
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
As an Indigenous owned organization, we encourage applications from qualified First Nations, Metis and Inuit Peoples.
Please no phone calls or agencies.
Job Type: Full-time
Pay: $50,000.00-$65,000.00 per year
Benefits:
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Paid time off
- Store discount
- Vision care
Work Location: In person
About Harbour Door Services Ltd
Harbour Door Services has been in business since 1986, serving Victoria and the surrounding area! We are a family-owned business with a staff of 15. We are active members of the "Victoria Construction Association" , "International Door Association", the "Canadian Door Institute", the "Esquimalt Chamber of Commerce" and the "Better Business Bureau". Our technicians are fully trained and offer extensive experience.
We are a full service operation, providing sales and service of overhead doors, electric operators and residential and commercial gate systems. We specialize in the replacement of older garage doors, which may require low headroom track or other specialty hardware.
Visit our showroom!! It is one of the best in the industry and features a working overhead door and gate system, remote control repair and testing, an extensive selection of operator parts and accessories.
We also offer 24-hour emergency service!