Quote and Tender Coordinator

Company: Canadawide Scientific

Location: Ottawa, Ontario

Job Type: Full-Time, Permanent

About Canadawide Scientific

Canadawide Scientific is a 100% Canadian-owned distributor of laboratory equipment, supplies and chemicals, serving customers across Canada. We work with leading manufacturers to support customers in life sciences, healthcare, education, research, food testing and other industries.

We’re looking for an organized, detail-oriented Quote & Tender Coordinator to support our sales team and manage quotations and tender submissions from start to finish. This role combines product sourcing, pricing, customer service and coordination. You’ll work closely with sales representatives, suppliers and internal departments to prepare accurate, competitive submissions and help customers find the right products for their needs.

Key Responsibilities

Quotation Management

• Prepare, review and process customer quotations accurately and within established deadlines.
• Coordinate with sales representatives, suppliers and manufacturers to obtain pricing, product availability, lead times and technical specifications.
• Compare products with customer requirements and identify suitable alternatives when needed.
• Ensure pricing, discounts, margins and commercial terms follow company guidelines and customer agreements.
• Follow up on outstanding quotations and track quote status and sales opportunities.
• Resolve pricing discrepancies and maintain organized records of quotations and customer correspondence.

Tender and Bid Coordination

• Monitor and identify relevant public and private sector tender opportunities.
• Review tender documents, RFPs and RFQs to identify requirements, submission criteria and deadlines.
• Coordinate complete tender packages, including pricing, product specifications, compliance documents, certifications and other supporting materials.
• Gather information from internal departments, suppliers and manufacturers, and flag gaps or concerns before submission.
• Maintain a tender calendar and manage submissions, targeting submission at least 24 hours before closing.
• Track tender results, follow-up activities and reasons for lost business to improve future submissions.

Customer and Contract Support

• Help manage key customer accounts and contracts, including product sourcing, order entry, order tracking and issue resolution.
• Create and maintain customer-specific and contract pricing in our ERP system.
• Communicate with customers and suppliers about pricing, product information, quotation status and delivery timelines.
• Coordinate with purchasing, warehouse staff and shipping providers to address delivery issues and meet contract requirements.
• Help resolve customer-specific website and ordering issues with our internal team and web provider.
• Identify opportunities to strengthen customer relationships and expand business.

Sales Support and Process Improvement

• Assist sales representatives with pricing requests, product research and supplier follow-up.
• Keep customer, quotation and contract records accurate and current in our business systems.
• Maintain quotation templates, tender documents, tracking spreadsheets and reporting tools.
• Share updates on upcoming deadlines, significant opportunities, wins and concerns.
• Recommend practical improvements to quoting, tendering and customer service processes.
• Help train new sales desk employees and share knowledge of systems and procedures.
• Provide additional sales desk and telephone support during busy periods.

Qualifications and Skills

• Previous experience in quotation preparation, tender coordination, sales administration, purchasing or a related customer service role.
• Strong organizational skills and the ability to manage multiple requests and competing deadlines.
• Excellent attention to detail, including the ability to review lengthy documents, interpret requirements and identify discrepancies.
• Clear, professional written and verbal communication skills.
• Confidence working with numbers, comparing costs and applying pricing and margin guidelines.
• Proficiency with Microsoft Excel, Word, Outlook and PDF tools.
• A proactive approach to problem-solving, following up and seeing work through to completion.
• Ability to work independently and collaborate effectively with a team.
• A college diploma or university degree, preferably in a science or business-related field, or equivalent relevant experience.

Assets include:

• Experience in laboratory supplies, scientific equipment or technical product
• Experience in scientific, laboratory, healthcare, education, or industrial product distribution.
• Familiarity with supplier pricing, product specifications, contract pricing, and margin calculations.
• Experience working with government, university, hospital, or research institution purchasing departments.
• Bilingualism in English and French.

What We Offer

• The opportunity to join a proudly 100% Canadian-owned company.
• A collaborative and supportive team environment.
• The opportunity to work with a diverse range of scientific products and leading manufacturers.
• A role with opportunities to contribute to sales growth and improve business processes.
• Competitive compensation and benefits, based on experience.