About the Role
As our Sales and Marketing Coordinator, you will help keep ICON’s prospective client communications and sales activities organized, responsive and moving forward. Working closely with the Chief Marketing and Sales Officer, as well as the President of Client Relations, you will respond to inquiries, coordinate meetings, support preliminary client conversations and maintain accurate records throughout the request for proposal (RFP) process.
You will often be one of the first people a prospective client connects with at ICON. Your ability to listen, ask thoughtful questions and follow through will help us understand each community’s needs and provide a professional experience from the first conversation onward.
This could be a great next step for someone with condominium administration or property management experience who wants to explore client relations, sales coordination and marketing. Previous sales experience is an asset, not a requirement. Strong communication, organization and a willingness to learn are what matter most.
What you'll do
Responsibilities include, but are not limited to the following:
RFP Intake and Client Communication
- Monitor incoming RFPs, sales inquiries and related correspondence through designated communication channels, ensuring each opportunity is acknowledged, recorded and directed appropriately.
- Coordinate responses to RFP inquiries, requests for updates and routine follow-up communications on behalf of the President, Client Relations, obtaining input or approval where required.
- Serve as an initial point of contact for prospective clients, providing professional and responsive communication that reflects ICON’s service standards.
- Obtain outstanding information and documents required to assess an opportunity, prepare a proposal or arrange the next stage of discussion.
- Maintain contact with prospective clients throughout the proposal process, communicating updates, confirming next steps and escalating time-sensitive requests or concerns.
Preliminary Discovery and Meeting Coordination
- Conduct preliminary discovery calls, as assigned and with appropriate guidance, to understand the prospective client’s condominium community, current management arrangements, service expectations and reasons for seeking a management proposal.
- Gather relevant information, including corporation details, community size and type, key contacts, management and staffing requirements, submission deadlines, anticipated decision dates and proposed service commencement dates.
- Prepare clear and accurate summaries of preliminary discussions, highlighting client priorities, questions, operational considerations and agreed next steps for the President, Client Relations.
- Coordinate introductory meetings, discovery calls, site visits and proposal presentations, including scheduling, calendar invitations, meeting confirmations and supporting materials.
- Ensure the President, Client Relations receives relevant background information and discussion notes in advance of meetings, and record resulting action items for follow-up.
Sales Tracking, Record Management and Reporting
- Maintain a complete and accurate record for each RFP and prospective client opportunity within ICON’s designated sales tracking and document management systems.
- Record contact information, lead sources, corporation details, service requirements, correspondence, meeting notes, proposal status, key dates, assigned responsibilities and follow-up requirements.
- Update sales records as activities occur, ensuring each active opportunity has a clearly documented next step, responsible person and follow-up date.
- Monitor proposal deadlines and outstanding actions, provide reminders to the appropriate internal stakeholders, and escalate delays or missing information that may affect the client experience or submission timeline.
- Prepare and distribute sales activity updates within established reporting timelines, identifying new inquiries, active proposals, outstanding follow-ups, upcoming decisions and matters requiring leadership attention.
- Follow up to confirm proposal outcomes and document available feedback, distinguishing confirmed outcomes from opportunities that remain pending or unverified.
- Organize and safeguard RFP documents, proposals and related correspondence in accordance with ICON’s confidentiality and records management requirements.
Sales and Marketing Support
- Assist with preparing, proofreading, formatting and coordinating proposals, presentations, client correspondence and marketing materials using approved templates and information.
- Coordinate the collection of information from internal departments to support accurate and timely proposal preparation.
- Support prospective client research, contact list maintenance and approved outreach initiatives, including introductory calls and follow-up communications, as assigned.
- Assist with the administrative coordination of marketing campaigns, industry events and other business development activities.
- Share recurring client questions, service priorities and feedback with sales and marketing leadership to support improvements to communications and proposal materials.
- Refer pricing decisions, contract negotiations and service commitments to the appropriate leader for review and approval.
- Perform other sales, marketing and business development duties consistent with the role, as assigned by the Chief Marketing and Sales Officer.
Knowledge, Skills & Abilities
- Previous experience in condominium property management or condominium administration is preferred.
- Familiarity with condominium operations, board governance, industry terminology and the service expectations of condominium communities is an asset.
- Previous experience in sales, business development or sales support is an asset but is not required. Experience with cold calling, lead qualification or discovery calls would be beneficial.
- Strong verbal and written communication skills, with the ability to engage professionally with condominium board members, prospective clients and internal stakeholders.
- Confidence communicating by telephone and participating in client discussions, with a willingness to develop preliminary discovery and relationship-building skills.
- Strong organizational and time management skills, with the ability to coordinate multiple opportunities, track deadlines and maintain consistent follow-up.
- Excellent attention to detail and the ability to maintain accurate records, prepare clear discussion summaries and identify missing information.
- Proficiency in Microsoft 365 applications, including Outlook, Word, Excel and Teams, and the ability to learn sales tracking, proposal and document management systems.
- Ability to work independently within established procedures, collaborate effectively with colleagues and exercise sound judgement when escalating matters.
- A professional, service-oriented approach, with discretion when handling confidential client and business information.
Working Conditions
- Regular use of computers, telephones and virtual meeting platforms for client communication, scheduling, document preparation and reporting.
- Frequent interaction with prospective clients, condominium board members and internal stakeholders.
- Work involves managing time-sensitive inquiries, proposal deadlines and changing priorities while maintaining accuracy and professional communication.
Additional responsibilities and duties may be assigned by the employee’s reporting supervisor, consistent with the nature of the position.
ICON is committed to fostering an inclusive, accessible environment, where all employees feel valued, respected and supported. We are dedicated to building a workforce that reflects the diversity of our clients and the communities in which we serve. If you require an accommodation for the recruitment/ interview process, please let us know and we will work with you to meet your needs.
ICON Property Management is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.