Customer Success & Commercial Administration Coordinator

Virox Technologies • Oakville, ON

9d • CA$46,800 - CA$57,200 • Onsite

About The Position

As a member of our Product Marketing and Customer Success (PMCS) Team, the Customer Success and Commercial Administration Coordinator supports the PMCS Department by providing responsive customer support and coordinated administrative assistance to the Commercial Team. The Customer Success and Commercial Administration Coordinator serves as a key point of contact for inbound customer inquiries, supports accurate customer relationship management practices, and contributes to service quality through reporting, data tracking, and process improvement. The position also supports financial administration, vendor coordination, and tradeshow logistics to help ensure effective commercial operations, sound recordkeeping, and a professional market presence. The role requires strong organization, attention to detail, customer focus, and the ability to coordinate multiple priorities across internal teams and external stakeholders.

Requirements

• Post Secondary degree or diploma in Business Administration, Marketing, Communications, or a related field, or an equivalent combination of education and experience.
• 1–2 years of experience in a customer service, administrative, coordinator, or related support role.
• Strong written and verbal communication skills, with the ability to interact professionally with customers, vendors, and internal stakeholders.
• Proficiency with Microsoft Office applications, including Excel, Word, and Outlook, and the ability to learn new software systems.
• Comfort working with spreadsheets, data tracking, and basic reporting or KPI monitoring.
• Organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Detail-oriented, accurate, and dependable in data entry, recordkeeping, and follow-through.
• Customer-focused and professional, with a positive and solutions-oriented approach.
• Self-motivated and able to work both independently and collaboratively across teams.
• Adaptable and able to manage shifting priorities.

Nice To Haves

• Experience using CRM systems is considered an asset; HubSpot experience is an asset but not required.
• Exposure to financial administration, including invoices, expense tracking, and purchase orders, is considered an asset.
• Exposure to tradeshows, events, or logistics coordination is considered an asset.

Responsibilities

• Responding to customer inquiries received through online forms, email, or phone, making sure customers receive timely acknowledgement, support, or escalation when needed.
• Using your working knowledge of Virox products, applications, and market needs to help answer customer questions and support issue resolution.
• Keeping customer records and follow-up activity accurate and up to date in HubSpot, in line with established CRM processes.
• Helping improve customer service workflows, CRM practices, and system functionality to support a better customer and team experience.
• Tracking, reviewing, and reporting on customer service metrics, complaint activity, and recurring themes to help identify opportunities for improvement.
• Preparing regular customer service and complaint reports, including monthly, semi-annual, and annual summaries as required.
• Reviewing the website periodically to confirm that links, features, and customer-facing information are accurate and working as intended.
• Monitoring customer and sales activity following complaints to identify trends, recurring issues, or process improvement opportunities.
• Preparing purchase orders and coordinating invoice submission, approval, and processing in line with internal procedures.
• Tracking Commercial Team expenses, invoices, purchase orders, and credit card transactions to support accurate budget monitoring and recordkeeping.
• Working with Finance and Accounts Payable to follow up on outstanding payments, vendor setup, and budget or P&L discrepancies.
• Supporting the tracking and reporting of larger project-related expenses that span multiple departments or budget areas.
• Coordinating Virox’s participation in tradeshows, including registration, booth reservations, exhibitor requirements, and key deadlines.
• Tracking tradeshow deposits, payment deadlines, purchase orders, invoices, and post-event budget reconciliation.
• Coordinating booth materials, product samples, literature, service orders, and other event requirements to support a professional company presence.
• Arranging tradeshow freight and logistics, including shipping timelines, tracking, documentation, and return coordination.
• Supporting cross-functional initiatives, ad hoc projects, and other duties as needed to help meet business needs.

Benefits

• Paid time off between December 25th and January 1st each year, for all permanent full-time staff.
• 4-day summer schedule from Mid-May to Labour Day each year.
• Comprehensive benefits program for permanent full-time staff, which includes an Employee and Family Assistance Program, upon successful completion of the probationary period.
• A generous tuition reimbursement program in support of continuous learning and development for all permanent full-time staff, with 1 year of service.
• The Best Social Events Ever!!!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree