Proposal coordinator Jobs in Vaughan on

Summary:

Our service department is searching for an experienced professional, responsible for the efficient dispatching, scheduling, review, and support of all field activities, including coordination with subcontracted trades. Candidates must have a minimum of 3 to 5 years of experience in a comparable role within fire protection service or PMA work.This position supports both the service and construction functions of the department, with an initial emphasis on service operations. The Service Coordinator is expected to deliver exceptional customer service to PMA and construction clients while maintaining a strong focus on operational efficiency, departmental productivity, and profitability. In addition to performing the full range of standard coordinator responsibilities, this role requires a solid understanding of the fire protection industry, including applicable quality control standards and best practices. The ideal candidate will bring hands-on experience and a comprehensive knowledge of fire protection service work. This is a fast-paced, demanding operational role that includes limited supervisory responsibilities related to daily field activities. This is a full time role is based out of our head office in Vaughan, ON.

Key Responsibilities:

• Answer and route service-related phone calls, including requests for quotes, reports, invoices, and parts.
• Monitor and respond to email requests from clients, vendors, technicians, and internal departments.
• Deliver professional, high-level customer service to all clients.
• Gather required job details from clients and schedule technicians based on scope and client needs.
• Act as liaison between clients, vendors, technicians, and internal staff.
• Log all service call details in AX and upload related documents and client approvals.
• Create purchase orders for vendors as needed for service and PMA work.
• Schedule and update technician calendars, ensuring all required information is accurate and current.
• Order, track, and stage parts for jobs.
• Process and schedule recurring inspections, repairs, and emergency service requests.
• Continuously optimize technician schedules as new work is received.
• Perform in-depth reviews of scopes of work and completed work orders to confirm what is required, completed, and next steps.
• Collect credit card payments from non-account clients and provide standard service quotes.
• Manage multiple simultaneous calls, emails, and requests.
• Participate in construction, service, and cross-functional internal or client/vendor meetings.
• Maintain accurate, daily inventory records and understand inventory flows and system processes.
• Coordinate with multiple Mircom departments to ensure smooth progression from request to invoicing.
• Reconcile completed jobs against quotes, technician hours, and parts used; prepare billing packages.
• At month-end, confirm that all completed jobs are fully or partially billed.

Requirements and Skills:

• Post secondary education is required.
• 3–5 years of experience in a service coordination, dispatch, or scheduling role (fire protection service or PMA experience strongly preferred).
• Experience in a fast-paced, high-volume service environment.
• Familiarity with field service operations (dispatching technicians, managing work orders, coordinating with vendors).
• Proficiency with business and scheduling software (e.g., ERP/AX or similar, Outlook, Excel).
• Strong understanding of basic billing processes (time and material, parts, quotes vs. actuals).
• Strong organizational and time-management skills; able to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills with a professional phone and email manner.
• Proven customer service skills with the ability to handle inquiries, issues, and escalations tactfully.
• Detail-oriented with strong data entry and documentation accuracy.
• Analytical mindset for reviewing scopes of work, work orders, and inventory usage.
• Ability to work collaboratively with technicians, internal teams, clients, and vendors.
• Problem-solving skills and sound judgment in scheduling, prioritizing, and resolving conflicts.
• Proficiency in inventory coordination (ordering, tracking, applying parts to jobs).
• Comfortable working under pressure and meeting deadlines in a dynamic environment.

What Mircom Offers:

• A great working environment with opportunities for career advancement
• Competitive salary
• Group Insurance benefits
• Company RRSP program

We would like to thank all applicants for their interest in this position however only those selected for interviews will be contacted.

Mircom Group of Companies is an equal opportunity employer that considers all applicants regardless of cultural background, religion, marital status, sexual orientation, family status, disability or any other grounds as outlined in the Human Rights Act. Mircom is committed to providing a welcoming and inclusive work environment for all individuals with disabilities in a respectful and dignified manner. Accommodations will be made available, upon request, to applicants who have specialized needs throughout the recruitment process.

At Mircom Group of Companies, we take a thoughtful and balanced approach to compensation. Salary ranges reflect the starting point for each role, while final offers are determined through a holistic assessment of the candidate’s skills, experience, qualifications, potential contributions, internal equity, and prevailing market conditions following the selection process. In addition to competitive pay, Mircom offers a comprehensive total rewards package that includes robust benefits coverage and RRSP.

Disclaimer: Mircom does not accept resumes from employment placement agencies, head-hunters or recruitment suppliers that are not in a formal contractual arrangement with us. Our recruitment supplier arrangements are restricted to specific hiring needs and do not include this or other job postings. Any resume or other information received from a supplier not approved in advance by Mircom to provide resumes to this posting or web-site will be considered unsolicited