ICON Property Management is a Canadian-owned and operated condominium management firm with over 30 years of experience serving communities across Southwestern Ontario. We combine personalized service, industry knowledge and technology to support strong financial management, effective building operations and positive relationships with condominium boards and residents.

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. Solid 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

📌 Sales and Marketing Coordinator (Canada)
🏢 Icon Property Management
📍 Canada