Sales Operations and Billing Coordinator

Optisolve Ltd, a member of the Swish Group of Companies, is a Peterborough ON based provider of technology driven solutions for the cleaning validation, data and video telematics industries. In addition to our award winning inhouse developed proprietary technologies, we are a long-standing reseller for Geotab and Sensata, industry leading names in the data and video telematics business.
**Position Overview**:
The Sales Operations and Billing Coordinator is a key member of the Sales and Customer Support teams responsible for sales operations and billing activities. The primary focus is on assisting the leadership team with key operational tasks, and includes interacting with customers, vendors and other stakeholders to ensure efficiencies.
Additionally, this role will also involve providing basic technical and commercial support on Geotab related aspects as necessary. Reporting directly to the CEO, this position involves supporting leadership to grow the business and deliver a superior customer and user experience.
**Duties & Responsibilities**:

- Procure devices, accessories, spare parts and liaison with vendors to ensure customer and inventory orders are fulfilled.
- Prepare work/purchase order creation for vendors, ensuring proper documentation and tracking.
- Coordinate logistics and shipping from vendors to customers including tracking and delivery of goods to customers.
- Generate customer invoices, ensuring accurate and timely submission of invoices.
- Initiate vendor bill creation in the ERP system, ensuring all vendor bills are accurately recorded and reconciled.
- Perform monthly customer billing reconciliation, ensuring accurate billing records.
- Prepare quarterly reports to meet Geotab reporting requirements.
- Provide preliminary assistance on Geotab and Sensata-related support calls to customers as needed.
- Maintain Geotab related tasks in Zoho CRM, Zoho Books, and Zoho Desk, ensuring accurate and up-to-date sales and customer data.
- Collaborate with other business teams to ensure smooth operations across sales, billing, and technical support functions.
- Follow up with customers and work closely with the Finance team for account receivable dues.
- Perform general office duties as needed to support the overall functioning of the Sales and Customer Support teams

**Qualifications**:

- Education & Experience:

- 2 years experience in a sales support, operations, or administrative role with a degree in Business Administration, Finance, Information Technology, or a related field.
- Strong interest in sales operations, billing, and a passion for creating customer satisfaction.
- Skills:

- Proficiency in Excel with the ability to perform data reconciliation, generate reports, and analyze billing data.
- Strong analytical mindset, with the ability to interpret data and generate meaningful insights to support sales enablement efforts.
- Excellent organizational skills, with the ability to multitask, prioritize tasks, and work efficiently in a dynamic environment.
- Demonstrated ability to work with multiple teams or networks within an organization and adapt to changing priorities and deadlines.
- Attention to detail with a high level of accuracy in work output, especially in written and verbal communication.
- Positive attitude, proactive approach, and willingness to learn and grow within the role.
- Ability to provide basic technical support when necessary.

**Working Conditions**:

- Hybrid (minimum of 3 days onsite at Peterborough, ON office).
- Primarily working in a climate-controlled office environment.
- Occasional travel may be required for meetings, trade shows, events or deliveries to customer locations.