Sales & Administrative Coordinator

Nox Medical; Ottawa; On-site; CAD 50,000 - 60,000; Full time

Job summary

Nox Medical is seeking a Sales & Administrative Coordinator to support their sales cycle and daily operations. This role focuses on assisting French-speaking customers, managing equipment returns, and ensuring seamless order processing. Ideal candidates will be bilingual with strong organizational skills, ready to contribute to the medical equipment industry.

Qualifications

• Bilingual in French and English (written and spoken).
• Strong organizational skills and attention to detail.
• Experience in sales coordination or customer service preferred.

Responsibilities

• Support the sales team and manage customer communication.
• Coordinate trial devices and manage RMA logistics.
• Assist with order processing and invoicing.

Skills

Bilingualism in French and English

Organizational skills

Attention to detail

Proactive and collaborative

Tools

Microsoft Dynamics 365

CRM tools

Job description

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About Nox

Simply put, we believe in the power of sleep.

As sleep health champions, we want more and more people to wake up to a brighter day every day. We are making progress by helping organizations see sleep as a transformational and foundational pillar of health. We aim to provide access to the technology and care needed for a fuller life.

Our expertise in sleep science offers a unique perspective on sleep as a critical intervention in chronic disease. We help identify the right problems and solutions, advancing sleep medicine.

Our vision is to collaborate with partners—employers, health systems, government agencies, and others—to expand sleep healthcare where it is most needed, integrating it into the broader healthcare ecosystem.

About The Role

The Sales & Administrative Coordinator supports the sales cycle and daily operations, focusing on assisting our French-speaking customers. This role connects internal operations, customer communication, and fulfillment processes, ensuring a seamless experience from quote to delivery.

Responsibilities include supporting the sales team, managing equipment returns (RMAs), coordinating trial devices, customer communication, and processing orders via CRM and accounting systems. Bilingualism and attention to detail are essential.

The compensation range for this role is $50,000 to $60,000 CAD.

What You'll Do

Sales Assistant Support (French Market)

• Serve as a liaison for French-speaking customers, responding to inquiries, documentation, and scheduling requests.
• Translate and assist with customer materials, contracts, and communications in French.
• Support the National Sales Manager with lead tracking, CRM updates, and meeting preparations.
• Follow up post-meetings to ensure satisfaction and gather feedback.
• Enter and process customer orders accurately in the CRM.
• Coordinate with accounting for invoicing and payments.
• Track order status from quote to delivery.
• Maintain accurate records and reconcile discrepancies.
• Provide updates on order status to sales and customers.
• Communicate with warehouse for shipments.

Returns & Trial Program Management

• Manage RMA logistics and documentation.
• Handle trial device logistics, tracking, and sanitation.
• Maintain logs of trial participants and outcomes.

Warehouse & Inventory Coordination

• Coordinate shipments and returns.
• Notify teams of stock needs or issues.
• Work with warehouse to ensure inventory accuracy.

Accounting & Order Support

• Coordinate with finance for billing and invoicing.
• Assist with order reconciliation and receivables monitoring.
• Follow up on aging receivables with customers.

Qualifications

• Bilingual in French and English (written and spoken).
• Strong organizational skills and attention to detail.
• Proficient in ERP (e.g., Microsoft Dynamics 365), CRM, and communication tools.
• Experience in sales coordination, customer service, or logistics preferred.
• Proactive and collaborative with multitasking ability.
• Experience with order fulfillment or warehouse coordination is a plus.
• Knowledge of sleep diagnostics or medical devices is an advantage.
• This is an onsite position at our Ottawa office.
• Seniority level : Entry level
• Employment type : Contract
• Job function : Administrative
• Industry : Medical Equipment Manufacturing

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