About Orchestrator AI Systems

Orchestrator AI Systems Inc. is a Calgary-based AI systems company focused on helping organizations implement practical technology, automation, and operational solutions.

We are looking for a highly organized and execution-focused coordinator to support our CEO and Director of Marketing across marketing, business development, sales operations, procurement channels, funding programs, and CRM administration.

This is a short-term, hands-on role for someone who can take ownership of detailed operational work, manage multiple deadlines, follow through without repeated reminders, and keep information organized across several active initiatives.

This is not primarily a social media or content creation position. The work is heavily focused on coordination, research, documentation, platform onboarding, data quality, and moving revenue-related projects forward.

Key Responsibilities

Procurement and Tender Platform Onboarding

You will coordinate Orchestrator’s registration and onboarding across priority Canadian procurement, tender, vendor, and business discovery platforms.

Responsibilities include:

Registering and completing supplier profiles on platforms such as CanadaBuys and SAP Business Network, Alberta Purchasing Connection, BC Bid, Euna Supplier Network and Bonfire, bids&tenders, MERX, and other identified channels
Collecting and organizing corporate information, service categories, capabilities, certifications, reference information, and required registration documents
Configuring appropriate service, commodity, GSIN, and UNSPSC codes
Setting up saved searches, platform notifications, alert routing, and a dedicated procurement opportunity mailbox
Maintaining a central registry of platforms, login ownership, registration status, deadlines, required documents, and next actions
Reviewing qualification requirements and identifying missing information or documentation
Supporting the preparation and coordination of prequalification submissions
Escalating questions, mandatory requirements, and deadlines to the appropriate internal owner

The immediate priority will include supporting work related to the Public Services and Procurement Canada Artificial Intelligence Source List, which has a September 30, 2026 submission deadline. The attached strategy identifies this as the most time-sensitive opportunity in the current channel plan.

This role will support registrations and submission coordination. It will not independently decide which tenders the company should pursue or prepare complex technical proposals without executive direction.

Non-Dilutive Funding Coordination

You will assist with moving grant, tax credit, subsidy, and other non-dilutive capital opportunities forward in coordination with Orchestrator’s leadership team and Leyton.

Responsibilities include:

Maintaining a centralized tracker of funding programs, eligibility requirements, deadlines, owners, and application status
Coordinating meetings, follow-ups, document requests, and outstanding actions with Leyton
Gathering corporate, financial, payroll, project, and technical documentation from internal stakeholders
Organizing supporting materials in clearly labelled folders
Following up with internal owners to prevent applications from stalling
Reviewing application checklists for missing information
Maintaining clear records of submissions, correspondence, deadlines, and next steps
Preparing concise weekly updates for leadership

You will not be expected to provide accounting, tax, legal, or financial advice.

CRM Hygiene and Revenue Operations

You will help improve the accuracy, consistency, and usability of the company’s CRM.

Responsibilities include:

Reviewing and cleaning contact, company, and deal records
Identifying and merging duplicate records
Correcting incomplete, outdated, or inconsistent information
Standardizing company names, contact details, deal stages, lifecycle stages, lead sources, and ownership fields
Assigning unowned records to the correct team member
Updating follow-up dates, notes, activities, and next actions
Identifying contacts and deals that require attention
Supporting list segmentation and pipeline reporting
Documenting CRM conventions so the database remains clean after the contract ends
Assisting with basic sales reporting and weekly pipeline updates
Experience with HubSpot or a comparable CRM is strongly preferred.

Marketing, Sales and Executive Support

Additional responsibilities may include:

Conducting market, competitor, prospect, partner, and channel research
Preparing contact lists and organizing outreach information
Drafting and formatting internal documents, emails, summaries, presentations, and reports
Coordinating meetings and following up on assigned action items
Supporting campaign execution and basic marketing administration
Organizing shared drives, folders, templates, credentials, and project documentation
Maintaining trackers and ensuring deadlines are visible
Supporting the CEO and Director of Marketing with other time-sensitive marketing, sales, and revenue initiatives

What Success Looks Like

By the end of the engagement:

Priority procurement and vendor platform registrations are completed or clearly documented as pending
Profiles are accurately completed using the correct service and commodity categories
Procurement alerts and saved searches are active and properly routed
A central platform and qualification tracker is current and usable
Leyton and non-dilutive funding activities have clear owners, deadlines, documentation, and next steps
The CRM contains fewer duplicates, fewer incomplete records, clearer ownership, and more reliable pipeline information
Leadership receives a concise weekly progress report showing completed work, outstanding items, risks, and upcoming deadlines
All credentials, documentation, and operating instructions are handed over in an organized format

Required Qualifications

One to three years of experience in marketing operations, sales support, business administration, revenue operations, project coordination, or a similar role
Strong organizational and project-tracking skills
Excellent attention to detail
Strong written English and professional communication skills
Confidence working with spreadsheets, shared drives, online platforms, and CRM systems
Ability to research unfamiliar platforms and follow detailed registration instructions
Ability to handle confidential business information responsibly
Ability to manage multiple assignments without losing track of deadlines
Comfortable following up with senior team members for missing information
Able to work independently while escalating important decisions appropriately

Preferred Qualifications

Experience with HubSpot or another CRM
Experience with government procurement, tender platforms, vendor registrations, grants, tax credit programs, or funding applications
Experience supporting a technology, professional services, construction, or business-to-business organization
Familiarity with CanadaBuys, SAP Business Network, Alberta Purchasing Connection, MERX, Bonfire, bids&tenders, or similar platforms
Experience working directly with founders, executives, or department leaders

Who This Role Is Best Suited For

This opportunity is suited to someone who enjoys bringing order to complex, incomplete, or scattered information.

You should be comfortable moving between CRM cleanup, vendor registration, document collection, research, executive follow-up, and project coordination during the same day.

You will succeed in this role if you are proactive, accurate, persistent, and willing to ask direct questions when information is missing.

You will struggle in this role if you require every task to be fully defined before beginning, avoid administrative detail, or wait for repeated reminders before following up.

Application Requirements

Please submit:

Your resume

A short explanation of why this temporary role fits your experience

Your availability over the next eight weeks

A brief example of a project where you organized incomplete information, coordinated multiple stakeholders, or cleaned up a process or database

Applications that do not address availability may not be considered.

Pay: $45,000.00-$50,000.00 per year

Benefits:

Casual dress
On-site parking

Work Location: In person

Orchestrator AI Systems LTD

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Temporary Marketing, Sales & Revenue Operations Coordinator