Sales Operations Coordinator

2 weeks ago

Waterloo, Canada Voyis Full time

**About Voyis**:
Voyis designs and manufactures high performance underwater optical sensors (lasers, cameras, lights) for underwater vehicles that expand capability and enhance understanding in underwater surveys and exploration. Our products have enabled our customers to survey more than 10,000km of ocean floor across all 7 continents, helping people better understand those remote, challenging environments. Our mission is to push the limits of what’s possible subsea and enable every underwater vehicle to see the depths like we see the surface.

All our products are proudly designed and built in Waterloo. Voyis operates independently and is part of the Covelya Group of companies.

**What you’ll do**:
In the role of **Sales Operations Coordinator** at Voyis, you will be working closely with Sales, Operations, Finance, and Support teams to optimize Voyis’ ability to fulfill customer requests and improve our customer’s experience throughout the sales process. You will support the senior sales staff with quotations, customer relationships, services, and rental inventory coordination to enable the sales process to be efficiently executed and maximize customer satisfaction. As the Sales Operations Coordinator, you will be the administrative owner of facilitating customer purchase orders, from initial acceptance to customer notifications on order fulfilment. Throughout this process, you will liaise across the organization maintaining clear expectation on timelines, deliverables, shipping, and invoicing in relation to the customer purchase order.

We are looking for someone who is organized with exemplary attention to detail, while still being flexible and adaptable in handling a wide range of responsibilities, an excellent communicator, and has a drive to deliver results. We are a small team with loads of exciting opportunities and everyone is encouraged to step outside of their defined role to help us achieve our goals together.

**Specific responsibilities include**:

- Sales Support: Assist the sales team in achieving established sales targets by performing essential sales coordination tasks that improve the team’s efficiency. Tasks may include, but are not limited to, performing customer background checks, generating quotations as instructed, maintaining product pricelists and sales collateral, disseminating and collating product information to global resellers, and communicating with customers throughout the fulfillment process (purchase order, schedule progress, shipping, and providing access to Voyis’ portal for product/training materials).
- Operations Coordination: Serve as the intermediary between the Sales and Operations teams, by generating internal demand through sales orders and closely monitoring production schedules, delivery timelines, and shipment tracking. Support organizing shipments and liaise with Supply Chain to ensure adequate adherence with shipping requirements.
- Rental Inventory Management: Coordinate with sales to communicate rental equipment inventory demand and track rental timelines for deployed units. Liaise with Operations to ensure timely incoming inspection of rental equipment, and Supply Chain to adequately meet customer delivery requirements.
- Process and Compliance: Maintain a comprehensive understanding of Voyis’ commercial processes, including authority levels and discount agreements, and oversee activities to ensure compliance.
- Contract Review: Thoroughly examine contract terms and conditions, coordinating with the legal and compliance teams to ensure policy compliance and risk management.
- Purchase Order Accuracy: Review all incoming purchase orders for precise details regarding equipment, pricing, and terms.
- CRM Maintenance: Regularly update the CRM database, adding or modifying customer contacts, notes, and generating reports to support the Sales team.
- Communicate and confirm invoicing requirements to Voyis’ Finance team.

**Skills you will bring to the table**:

- Demonstrated ability to thrive in a fast-pace research and development environment, where creativity, collaboration, flexibility, and results are valued.
- Strong communication with exemplary organizational skills for planning, multi-tasking, and prioritization.
- Deliver results with a high degree of accuracy and focused on the finer details.
- Experience working with sales and marketing and familiarity using Customer Relationship Management (CRM) software.
- Experience engaging with internal and external stakeholders.

**Bonus Points for**:

- Post-secondary diploma or degree
- Knowledge of customer service principles
- Experience working in Hubspot and/or NetSuite

**The Perks**:

- Flexible work hours, plenty of vacation, and a dedication to a work-life balance
- Employee-directed personal education funds to drive continuous learning
- Profit-sharing within to celebrate our successes together
- Regular company-wide social events (even remotely)
- RRSP Matching, Health and vision b

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