Sales Coordinator

Position Summary

Intelligent Fire Systems & Solutions, Inc. (IFSS) is a leading provider of fire protection and life safety systems for commercial, industrial, and government facilities. We design, install, service, and maintain fire suppression and alarm systems across multi-state operations while maintaining the highest compliance and safety standards.

We are seeking a motivated Sales Coordinator to support our growing sales and project development team. This role ensures seamless end-to-end coordination of the sales cycle from bid tracking and proposal development to post-award documentation and client communication.

About the Company

Intelligent Fire Systems & Solutions (IFSS) is a fire-life safety construction and service company founded in 2014 with a clear and unwavering purpose: to protect lives, property, and peace of mind. Built on decades of industry expertise, IFSS delivers fire alarm, very early warning, and life-safety solutions with precision, care, and an uncompromising commitment to doing the work the right way every time.

At IFSS, life safety is more than a trade; it is a responsibility we take personally. That responsibility shapes how we design, install, inspect, maintain, and service critical systems, and it defines how we show up for our clients and for one another. Our work is grounded in quality craftsmanship, integrity in action, accountability, reliability, and a relentless pursuit of excellence, with safety and trust at the center of every decision.

From initial design through long-term service and code compliance support, we take a thoughtful, personalized approach because protecting people and assets requires more than technical skill; it requires care, follow-through, and pride in the outcome.

Our mission is simple and non-negotiable: to passionately protect lives and assets by delivering exceptional experiences every time. When you join IFSS, you become part of a team that values collaboration, professionalism, and purpose and that takes pride in protecting what matters most.

Fire, Life, & Your Safety. Always.

Key Responsibilities and Objectives

Sales Support & Coordination

• Assist Sales Representatives and Business Development leaders with day-to-day activities and pipeline tracking


• Prepare, review, and submit proposals, quotes, bid forms, vendor pre-qualifications, and supporting documentation


• Coordinate with estimating, engineering, and operations teams to gather technical data for proposals and submittals


• Maintain CRM and sales documentation ensuring accuracy and timely updates


• Track leads, bid deadlines, RFP responses, outstanding quotes, and client follow-ups

Client & Stakeholder Communications

• Serve as a point of contact for inquiries from clients, general contractors, and vendors


• Schedule meetings, job walks, pre-bid site visits, and presentations


• Support relationships by providing timely and professional responses to requests

Documentation & Reporting

• Assist with onboarding new awarded projects into internal systems (e.g., job numbers, contract documentation, insurance certificates)


• Prepare sales reporting metrics including pipeline status, closing ratios, revenue tracking, and backlog review


• Ensure required compliance items are assembled and submitted prior to award (licenses, certifications, safety documentation, etc.)

Cross-Functional Collaboration

• Work closely with Project Managers to support transition from bid award to operational kickoff


• Coordinate with purchasing for material quotes and vendor/subcontractor agreements


• Partner with accounting regarding billing setup and client contract requirements

Technical Skills

• Proficiency in Microsoft Office (Excel, Word, Outlook).


• Ability to prepare/review/submit proposals, quotes, bid forms, vendor pre-qualifications, and supporting documentation.


• Experience maintaining CRM and sales documentation; CRM platform experience preferred.


• Tracking and managing leads, bid deadlines, RFP responses, outstanding quotes, and follow-ups.


• Familiarity with contract review, bid portals, and compliance documentation (preferred).


• Ability to support/report on sales metrics such as pipeline status, closing ratios, revenue tracking, and backlog.


• Knowledge of fire protection systems / NFPA codes / construction terminology (preferred).


• Exposure to union labor / prevailing wage compliance / multi-state projects (preferred).

Soft Skills & Competencies

• Excellent verbal and written communication; professional responsiveness with clients and stakeholders.


• High attention to detail, strong organization, and follow-through.


• Ability to manage multiple deadlines in a fast-paced environment.


• Customer-focused and proactive problem-solving mindset.


• Strong cross-functional collaboration with estimating/engineering/operations, project managers, purchasing, and


• Motivated/self-directed support style (role calls for a “motivated” coordinator).

Qualifications

Education & Experience

• 2+ years in sales coordination, project coordination, administrative support, or related role.


• Industry experience preferred: construction, fire protection, security systems, mechanical/electrical trades, or similar


• Associate’s degree or higher in Business Administration, Marketing, Construction Management, or a related field preferred, or an equivalent combination of education and relevant experience.

Work Environment & Physical Requirements

• Primarily office-based; frequent use of computer, phone, and standard office equipment.


• Standard schedule is Monday–Friday; occasional evenings and/or weekends may be required based on business needs and bid deadlines.


• Ability to sit for extended periods and perform repetitive hand/finger motions (typing, data entry).


• Must be able to communicate effectively (verbal and written) with internal teams and external customers.


• Occasional local travel may be required for job walks, meetings, or project coordination.

This job description outlines the core responsibilities and qualifications for a Sales Coordinator in the Fire Protection industry. The role requires a strong knowledge of the fire protection industry and systems, multitasking abilities, and interpersonal skills to effectively manage the workforce and contribute to the company's success.

COMMITMENT TO DIVERSITY

As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, Intelligent Fire Systems & Solutions, Inc. recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates and partners.

If this position caught your eye, send us your resume! For best consideration, include the job title and source where you found this position in the subject line of your email to [email protected]. Already a candidate? Please connect directly with your recruiter to discuss this opportunity.