Sales Operations & Logistics Coordinator

Voyis•Waterloo, ON

4d•CA$50,000 - CA$62,000

About The Position

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 Kraken Robotics. As the Sales Operations & Logistics Coordinator, you'll play a central role in delivering an exceptional customer experience by coordinating customer orders, international shipments, and commercial operations from quotation through delivery. Reporting to the Sales & Business Operations Manager, you'll work closely with Sales, Operations, Supply Chain, Finance, Support, and customers to ensure every order is executed accurately and delivered on time. This role is ideal for someone who enjoys organizing complex workflows, solving logistical challenges, and communicating with customers around the world. You'll coordinate international shipments, prepare export documentation, manage order fulfillment, and keep customers informed throughout the delivery process. At the same time, you'll support the Sales team through quote preparation, CRM administration, purchase order processing, and general sales operations activities. Success in this role comes from being highly organized, detail-oriented, and comfortable balancing multiple priorities while working across several departments.

Requirements

Strong experience coordinating international shipments, import/export documentation, and customer-facing logistics.
Excellent organizational skills with the ability to manage multiple priorities and deadlines.
Strong attention to detail and commitment to accuracy.
Outstanding written and verbal communication skills with a customer-first mindset.
Comfortable working across multiple teams while building positive relationships with customers and external logistics partners.
Ability to learn new products, systems, and business processes quickly.
Post-secondary education in Business, Supply Chain, Logistics, International Trade, or a related field.
0–3 years of experience in logistics, order management, sales operations, or a similar customer-facing role.
Experience coordinating international shipments, customs documentation, and freight providers.
Exposure to ERP and CRM systems, preferably NetSuite and Salesforce/HubSpot.
Proficiency with Microsoft Office, particularly Excel, Outlook, and Word.

Nice To Haves

Knowledge of Incoterms, export compliance, and international trade documentation.
Experience working in a manufacturing or technology environment.
Experience supporting rental equipment, technical products, or project-based deliveries.
Experience working with international distributors and channel partners.

Responsibilities

Own the end-to-end sales order execution process, including preparing quotations, reviewing customer purchase orders, maintaining pricing information and sales documentation, and coordinating customer requests.
Communicate with customers throughout the fulfillment process, providing updates on order status, production schedules, shipments, and product documentation.
Coordinate customer orders from quotation through delivery by processing sales orders, verifying pricing and commercial terms, maintaining accurate records within CRM and ERP, and ensuring all required documentation is complete and accurate.
Coordinate domestic and international shipments for customer deliveries, rental equipment, demonstrations, repairs, and returns.
Work closely with freight forwarders, courier providers, customs brokers, and customers to ensure shipments are delivered efficiently, independently resolving any customs queries or logistical bottlenecks in compliance with import/export regulations.
Prepare and review Commercial Invoices, Packing Slips, Shipping Labels, Certificates of Origin, export documentation, customs paperwork, and other customer-required shipping documents to ensure accuracy and compliance.
Serve as the primary point of contact for customers regarding order fulfillment and shipping activities.
Provide proactive updates on production schedules, shipment status, delivery timelines, and resolve logistics-related inquiries in a timely and professional manner.
Provide timely updates and share order documentation with Sales, Operations, Supply Chain, and Finance to ensure smooth execution across the customer lifecycle.
Arrange the shipment, return, and logistics of rental equipment.
Maintain accurate customer, order, and pricing information within Salesforce/Hubspot and NetSuite while supporting commercial processes, contract administration, CRM updates, and invoice creation.
Ensure compliance with company commercial processes, pricing approvals, shipping procedures, customs requirements, and export documentation standards.