Inside Sales Coordinator

Ontario, NY, US

Requisition ID: 1524

Salary Range: $45,760.00 To $62,400.00 Annually

Inside Sales Coordinator

A-SHIFT: (7:00am-3:30pm)

Minimum 40 hrs/week; overtime as needed

Optimax is experiencing exciting growth and expanding our team! We are seeking an Inside Sales Coordinator who enjoys organizing complex information, helping customers, and coordinating work across multiple teams. This role offers the opportunity to learn a highly technical business, contribute directly to customer success, and build strengths in communication, judgment, and commercial operations.

A unique corporate culture combined with a dynamic work environment:

At Optimax, we build lenses that power cutting-edge technologies in aerospace, defense, and consumer electronics. Our optics help shape breakthroughs that benefit humanity and protect our freedom. We offer a dynamic and collaborative work environment where innovation and teamwork thrive. We are looking for motivated individuals who are eager to learn, grow, and contribute to impactful projects.

Job Summary and Essential Job Duties:

The Inside Sales Coordinator helps maintain positive relationships between customers and Optimax by keeping information accurate, communication clear, and work moving to the right people. The role serves as a primary customer contact for administrative coordination related to inquiries, quotes, orders, changes, and status updates. Success requires more than following procedures: the Inside Sales Coordinator must recognize what information is needed, understand who owns decision making responsibilities, identify risk or urgency, and know when to act, verify, or ask for help.

This role collaborates across Sales, Sales Engineering, Contracts, Program Management, Production Planning, Engineering, Manufacturing, Quality, Shipping, Accounting and other teams. The Inside Sales Coordinator owns reliable administrative execution and communication flow while appropriately involving others for technical, commercial, contractual, planning, quality, or leadership decisions.

Through On the Job Training (OJT), the Inside Sales Coordinator will:

• Build responsive, trust-based customer relationships through clear, reliable communication.

• Assess customer inquiries; identify missing, unclear, conflicting, or urgent information and route requests to the appropriate owner.

• Maintain accurate RFQ, quote, customer, and order records; process routine quotes and orders within established procedures and approvals.

• Prepare customer communications and verify quote or order status with the appropriate internal source before making commitments.

• Track requests through handoff and resolution, coordinating across functions to support customer commitments and accurate execution.

• Anticipate routine information needs and help improve communication, workflows, documentation, and system use.

• Protect confidential information and comply with contract, export-control, and business-record requirements.

• Adapt to changing priorities while maintaining accuracy, follow-through, and constructive working relationships.

• Act independently when requests are routine, complete, documented, and within assigned authority.

• Escalate decisions involving technical interpretation, pricing, contracts, delivery commitments, quality, or customer strategy; does not guess or make unconfirmed commitments.

• May represent Optimax at customer meetings, visits, trade shows, or conferences.

Preferred Qualifications:

• Associate degree in Business Administration, Communications, Customer Service, Supply Chain, or a related field; equivalent education and experience will be considered.

• Experience supporting customers or coordinating work in a technical, manufacturing, regulated, or business-to-business environment.

• Experience using an ERP, CRM, quoting, order-management, or database system.

Minimum Requirements:

• Demonstrated ability to communicate clearly and professionally in writing, by phone, virtually, and in person.

• Demonstrated attention to detail and the ability to verify information before moving work forward.

• Ability to organize multiple requests, maintain follow-through, and reset priorities as new information becomes available.

• Ability to learn technical services, business workflows, terminology, and new software systems through instruction, observation, practice, and feedback.

• Sound judgment: recognizes when information is incomplete, when a request is outside routine expectations, and when to seek guidance.

• Ability to work both independently and collaboratively within defined responsibilities and decision boundaries.

• Ability to remain professional and constructive when priorities change, customers are frustrated, or time-sensitive issues arise.

• Ability to identify patterns, ask useful questions, and solve routine problems without making unsupported assumptions.

• Proficiency with Microsoft Office applications, including Outlook, Teams, Word, and Excel; ability to learn FileMaker, Epicor, HubSpot, customer portals, and other developing systems.

• Ability to handle sensitive and confidential customer and business information appropriately.

Compensation & Benefits:

Optimax offers competitive compensation based on experience and a comprehensive benefits package, including:

• Bonus : 25% Monthly Profit Sharing

• Tuition Assistance : Support for continuing education

• Health Insurance : Medical, Dental, and Vision options

• 401(k) : Retirement plan with employer match

• Paid Time Off : Generous vacation and paid holidays

• Other Benefits : Life Insurance, Disability Insurance, Health Savings Account (HSA)

ITAR Compliance:

Employment at Optimax Systems, Inc. is subject to export control compliance requirements, including the International Traffic in Arms Regulations (ITAR) issued by the United States Department of State, Department of Defense Trade Controls, and the Export Administration Regulations. Learn more about the ITAR here . To meet export control compliance requirements for this position, an applicant must be a “U.S. Person” as defined by applicable regulations or be eligible to obtain the required authorizations from the U.S. Department of State. “U.S. Person” includes a U.S. Citizen, lawful permanent resident, refugee, or asylee.

Equal Opportunity Employer:

Optimax is committed to offering equal opportunity for all candidates. We encourage you to apply regardless of background, race, religion, gender, sexual orientation, age, disability, veteran status, or any other protected characteristic. Optimax will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business.

If you require an accommodation to apply for this position, please contact our Human Resources team at 585-265-1020.