Sales Administrator - Ottawa East
Our client is looking for a highly organized and hands-on Sales Administrator to support its sales and shipping operations. This is a unique opportunity for someone who is equally comfortable managing detailed documentation from a home office and assisting with shipping and warehouse activities when required.
The role will report to the Project Manager and provide administrative support throughout the sales and business development process. Once a contract is signed by the Business Development team, the Sales Administrator will help coordinate the documentation, communication, compliance and shipping requirements needed to successfully deliver the project.
Our client supports government and defence-related customers, which means the work involves extensive documentation, certificates, export permits, Controlled Goods tracking and strict security procedures. This is not a finance position. The focus is sales administration, project support, order management, compliance and logistics.
Key responsibilities:
- Support the sales team and Project Manager with daily administrative requirements
- Manage and organize sales, contract and project documentation
- Process sales orders accurately and efficiently
- Communicate with customers regarding order status, delivery schedules and general inquiries
- Coordinate the documentation required after contracts are signed
- Manage export permit applications, certificates and Controlled Goods tracking
- Coordinate domestic and international shipping
- Prepare shipping and customs documentation
- Arrange shipment pickups and deliveries with couriers and other service providers
- Pick up or drop off shipments at the corporate office, warehouses and courier locations when required
- Receive certain shipments at an approved home office when necessary
- Pack, prepare, load and unload shipments
- Use a pallet jack in the warehouse when required
- Occasionally assist with larger shipments at a secure storage location, which may require spending a half or full day onsite
- Maintain accurate records for high-value and Controlled Goods inventory
- Work closely with colleagues to support seamless operations in a fast-paced environment
- Perform other administrative, shipping and project-related duties as required
Work arrangement and location:
This is a primarily remote position with regular local travel. The successful candidate must be able to work effectively from a dedicated home office and travel to the corporate head office, warehouses, secure storage locations and courier facilities as required.
Candidates should be located in Ottawaâs east end, ideally near Orleans or Cumberland. The corporate head office is not easily accessible by public transportation, so a valid driverâs licence, reliable personal vehicle and willingness to travel locally are required.
Because the position involves Controlled Goods, the employeeâs home address may need to be included in the organizationâs security plan. The successful candidate must be comfortable maintaining an approved locked cabinet at home for the secure storage of limited Controlled Goods. The home office may also be subject to inspection as part of the applicable security requirements.
The role may occasionally involve receiving, transporting or preparing expensive and sensitive equipment for shipment. Larger orders will be handled through designated secure storage facilities, but the Sales Administrator will assist with coordinating and processing these shipments.
Qualifications and experience:
- Minimum of two years of experience in sales support, administration, project coordination, order management, logistics or a related position
- Previous experience in a sales or customer-focused environment is preferred
- College or university education in Business Administration or a related field is preferred
- Strong organizational skills with the ability to manage multiple priorities and deadlines
- Excellent written and verbal communication skills
- Strong attention to detail and accuracy when handling documentation
- Effective problem-solving skills and the ability to find practical solutions
- Proficiency with Microsoft Office
- Ability to work independently from home while remaining closely connected with the broader team
- Comfortable working in warehouse environments and completing hands-on shipping duties
- Ability to safely lift up to 50 pounds when required
- English is required, and French is considered an asset
Security requirement:
Successful completion of a Controlled Goods security assessment is required. Candidates must have lived in Canada for the past five years to meet the eligibility requirements for this position.
Compensation:
The expected salary range is $55,000 to $60,000.
The preferred start date is as soon as possible in September.
