Sales & Administrative Coordinator

Nox Medical LLC; Ottawa; On-site; CAD 40,000 - 60,000; Full time

Job summary

An innovative company dedicated to improving sleep health is seeking a Sales & Administrative Coordinator. This role is pivotal in supporting the National Sales Manager and ensuring seamless operations for French-speaking customers. You will manage customer communications, logistics for trial devices, and coordinate with various departments to enhance customer satisfaction. If you are detail-oriented, bilingual, and passionate about making a difference in healthcare, this opportunity allows you to thrive in a dynamic environment while contributing to the transformative power of sleep. Join us in our mission to elevate health through better sleep!

Qualifications

• Bilingual in French and English is essential for this role.
• Strong administrative and organizational skills required.
• Experience in sales coordination or logistics preferred.

Responsibilities

• Serve as a liaison for French-speaking customers, handling inquiries and documentation.
• Coordinate return and repair logistics with customers and warehouse staff.
• Prepare and coordinate outgoing shipments and inbound returns.

Skills

Bilingual in French and English

Administrative skills

Organizational skills

Attention to detail

Customer service

Sales coordination

Education

Experience in sales coordination or customer service

Tools

Microsoft Dynamics 365

Zendesk

Master Control

G-Suite

Slack

Job description

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. And, we are making daily progress, as we help more organizations see sleep as transformational and a foundational pillar of health. We strive to give more access to the technology and care they need to lead fuller lives.

Our depth of knowledge in the science of sleep gives us a unique perspective on sleep as a critical intervention strategy in chronic disease. We help people see the right problem and the right way forward, elevating not just our solutions but also advancing the field of sleep medicine.

Our vision is to work with our partners — employers, health systems, health plans, government agencies, provider groups and others committed to transforming care — to expand sleep health care to where it is needed, so it can take its rightful place in the healthcare ecosystem.

About the role

The Sales & Administrative Coordinator plays a vital support role in the sales cycle and day-to-day operations, with a strong focus on helping our National Sales Manager serve French-speaking customers. This role bridges internal operations, customer communications, and fulfillment processes, ensuring a seamless experience from quote to delivery.

In addition to supporting the sales team, the Coordinator handles equipment returns (RMAs), trial device logistics, customer communication, and order processing through CRM and accounting systems. Bilingualism and strong attention to detail are essential for this role.

What you'll do

Sales Assistant Support (French Market)

• Serve as a sales support liaison for French-speaking customers, responding to email inquiries, documentation needs, and scheduling requests.
• Translate and assist with customer-facing materials, contracts, and communications in French.
• Support the National Sales Manager in tracking leads, updating CRM records, and preparing materials for meetings or presentations.
• Follow up with customers after meetings or training to ensure satisfaction and gather feedback.
• Enter and process customer orders in the CRM, ensuring accuracy and proper documentation.
• Coordinate with the accounting team to issue invoices and verify that payments are received.
• Track order status from quote approval through shipment and delivery.
• Maintain accurate records in the CRM and accounting platforms, reconciling discrepancies as needed.
• Provide internal updates to the sales team and customers regarding order status, backorders, or shipping delays.
• Effective communication with warehouse distribution on orders that need to be shipped.

Returns & Trial Program Management

• RMA Processing: Coordinate return and repair logistics with customers and warehouse staff, ensuring proper documentation and timely follow-ups.
• Trial Device Program:
• Prepare and ship trial devices.
• Track loan durations and ensure devices are returned, sanitized, and redeployed.
• Maintain an organized log of trial participants, device usage, and conversion outcomes.

Warehouse & Inventory Coordination

• Prepare and coordinate outgoing shipments and inbound returns.
• Alert appropriate teams when replenishment is needed, or stock issues arise.
• Work with the warehouse team to ensure proper inventory control and documentation.

Accounting & Order Support

• Liaise with the accounting department to ensure accurate billing, invoicing, and receivables tracking.
• Support basic reconciliation of orders, payments, and delivery confirmations.
• Assist in monitoring aging receivables and follow up with customers as needed in collaboration with finance.

Qualifications

• Bilingual in French and English (written and spoken) — essential.
• Strong administrative and organizational skills, with high attention to detail.
• Proficient in ERP systems (e.g., Microsoft Dynamics 365, Zendesk, Master Control), accounting tools (e.g., Business Central) and communication tools (G-Suite, Slack)
• Comfortable working across departments and communicating with customers in both official languages.
• Experience in sales coordination, customer service, or logistics preferred.
• Proactive, collaborative, and able to manage multiple responsibilities simultaneously.
• Experience with order fulfillment workflows or warehouse coordination.
• Familiarity with the sleep diagnostics or medical device industry is an advantage.