Job Description

Take the next step in your career by joining Optisolve as our Sales Operations and Billing Coordinator!



What does Optisolve do?



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, Xirgo, Lytx Surfsight, industry leading names in the data and video telematics business.



What does the Sales Operations and Billing Coordinator do?

This role is a contract position for 18 months covering a parental leave. During that time, the Sales Operations and Billing Coordinator will focus on assisting the leadership team with key operational tasks, including interacting with customers, vendors, and other stakeholders to ensure efficient completion of sales and billing activities. Additionally, this role will also involve providing basic technical and commercial support on Geotab products. Reporting directly to the CEO, this position involves supporting leadership to grow the business and deliver a superior customer and user experience.

Specific Responsibilities:

Provide quotes, product technical and commercial information to customers in response to phone and email inquiries Procure devices, accessories, spare parts and liaise with vendors to ensure customer and inventory orders are fulfilled Prepare work and purchase orders for vendors, ensuring proper documentation and tracking Coordinate logistics and shipping from vendors to customers including tracking and delivery of orders 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 assistance to customers on Geotab-related support calls to customers 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 Accounts Receivable dues Prospect and close virtual leads to support the Sales team, as needed

What do you need?

This is a hybrid role and we hope that you will spend three days per week in our Peterborough, ON office Two years of experience in a sales, sales support, operations, or administrative role A degree in Business Administration, Finance, IT, or a related field, or equivalent experience Strong interest in sales operations, billing, and customer operations Proficiency in Excel with the ability to perform data reconciliation, generate reports, and analyze billing data Experience with the rest of the MS Office Suite and/or Google Suite Experience with software such as CRM and ERP tools Strong analytical mindset, with the ability to interpret data and generate meaningful insights to support sales efforts Excellent organizational skills with the ability to multitask and prioritize 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 written and verbal communication Positive attitude, proactive, approach, and a willingness to learn

When you join Optisolve, you can expect:

Membership in the Swish family of companies - we treat our employees with integrity and always have, since 1956 Competitive base salary Excellent company-paid benefits, including extended health and dental Unlimited training and development with an industry-leading brand

The Swish Group of Companies is an equal opportunity employer, offering an above average compensation and benefit package, as well as excellent opportunities for professional development and advancement with a growing CANADIAN company.

We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act ('AODA'). Should any applicant require accommodation through the recruitment and selection process, please inform Human Resources.

Pre-Employment Screening:

The Swish Group of Companies is committed to maintaining a safe and secure work environment. As a condition of employment, candidates may be required to undergo a criminal record check, including in cases where such checks are mandated by clients as a requirement for access to their sites or properties. For roles involving the operation of a motor vehicle, a valid driver's license and a satisfactory driver's abstract will also be required.