Sales Admin Coordinator

Summit Search Group; Oakville; On-site; CAD 42,000 - 54,000; Full time

Job summary

Summit Search Group in Oakville, Ontario, is seeking a proactive Sales Admin Coordinator to oversee purchase and sales orders, invoicing, and cross‑functional communication with sales, logistics, and finance.

You will ensure accurate invoicing, inventory reconciliation, and timely issue resolution while supporting teams and contributing to growth within a fast-paced, collaborative environment.

Qualifications

• Strong communication and problem-solving skills.
• High attention to detail and organizational ability to manage shifting priorities.
• Ability to thrive in a fast-paced, collaborative environment.
• Solid time management skills and the ability to meet deadlines independently.

Responsibilities

• Review scheduled purchase and sales orders daily, updating schedules and communicating with logistics.
• Process supplier invoices and prepare customer invoices accurately and on time.
• Input new purchase and sales orders to enable effective planning for order pick-up and delivery.
• Address supplier or customer issues proactively, escalating as needed within two business days.
• Maintain, archive, and improve company files, SOPs, and regulatory/financial records for accuracy and accessibility.
• Review and reconcile inventory regularly to ensure system accuracy versus actual stock.
• Provide back-up support to sales, logistics, and customer service teams.
• Take initiative in community and team engagement initiatives.

Skills

Communication

Problem-solving

Attention to detail

Time management

Teamwork

Education

Post-secondary education

Job description

About Our Client: Our client is a Canadian business specializing in protein procurement and supply chain services.

Position Scope: The Sales Admin Coordinator will play a central role in ensuring operational excellence by managing purchase and sales orders, invoicing, and cross-functional communication with sales, logistics, and finance teams. This position requires a balance of attention to detail, problem-solving, and proactive communication to maintain seamless day-to-day operations while contributing to long-term organizational growth.

Responsibilities:

• Review scheduled purchase and sales orders daily, making updates and communicating with the logistics team to adjust schedules.
• Process supplier invoices and prepare customer invoices accurately and on time.
• Input new purchase and sales orders to enable effective planning for order pick-up and delivery.
• Address supplier or customer issues proactively, escalating to the appropriate manager or salesperson where needed within two business days
• Maintain, archive, and improve company files, SOPs, and regulatory/financial records for accuracy and accessibility.
• Review and reconcile inventory regularly to ensure system accuracy versus actual stock.
• Provide back-up support to sales, logistics, and customer service teams.
• Take initiative in community and team engagement initiatives.

Required Skills and Knowledge:

• Strong communication, influencing, and problem-solving skills.
• High attention to detail and organizational ability to manage shifting priorities.
• Ability to thrive in a fast-paced, collaborative, and empowering work environment.
• Solid time management skills and the ability to meet deadlines independently.
• A positive, team-oriented mindset aligned with the company’s values of shared success and community building.
• Demonstrated ability to work in an empowering, detail-oriented, and collaborative setting.

Education and Experience:

• Post-secondary education preferred.
• Previous sales administrative experience in a similar industry is an asset.
• Experience processing invoices, managing purchase/sales orders, and reconciling inventory preferred.

AI Disclosure: AI will not be used in the recruitment process.

Vacancy Disclosure: This is a newly created position.

Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.