Office & Sales Support Coordinator

Tantalus Systems; Raleigh (NC); Hybrid; USD 42,000 - 62,000; Full time

Job summary

Tantalus Systems in Raleigh, NC is seeking an Office & Sales Support Coordinator to oversee the day-to-day operations of our Raleigh office while coordinating and supporting the Sales and Marketing teams. This hybrid role creates a well-run, welcoming, and productive workplace for employees, visitors, customers, and partners.

You will manage office operations, vendor relationships, onboarding logistics, meeting and event coordination, and the distribution of materials and company swag.

Qualifications

• 3+ years of experience in office management, workplace operations, administrative coordination, or event coordination.
• Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.
• Experience with Salesforce & HubSpot is considered an asset.
• Experience supporting customer-facing teams through order administration, customer coordination, or sales support activities is considered an asset.
• Excellent communication and relationship-management skills with employees, visitors, vendors, and internal teams.

Responsibilities

• Manage office supplies, kitchen inventory, mail, shipping, and general office organization.
• Serve as the primary point of contact for the property manager and office vendors.
• Coordinate office repairs, maintenance requests, workspace changes, and improvements.
• Support onboarding for new employees, including badges, workspace setup, supplies, and IT/HR coordination.
• Support employee and visitor experiences, including meals, refreshments, meetings, and tours.
• Coordinate shipment of swag and welcome materials to U.S.-based employees.
• Provide sales operations support to Regional Sales Managers, including basic Salesforce updates and order entry into systems.
• Pull reports from Salesforce and other systems to support Sales leadership.

Skills

Office Management

Sales Support

Event Coordination

Vendor Coordination

Salesforce

HubSpot

Tools

Salesforce

HubSpot

Job description

About Tantalus Systems (TSX: GRID)

Tantalus is a technology company dedicated to helping utilities modernize their distribution grids by harnessing the power of data across all their devices and systems deployed throughout the entire distribution grid – from the substation to the EV charger located behind the meter. We offer smart grid solutions across multiple levels: intelligent connected devices, communications networks, data management, enterprise applications and analytics. Learn more at http://www.tantalus.com/.

Come join us if you’re interested in being part of an entrepreneurial team, solving complex technical problems and delivering innovative solutions that will directly impact the electrification of everything and the decarbonization of our society.

We have operations throughout the United States and Canada with offices in Burnaby (British Columbia, Canada), Raleigh (North Carolina, USA), and Norwalk (Connecticut, USA).

This position offers a competitive salary plus variable compensation based on performance targets and business objectives. Tantalus also offers generous benefits, including medical, dental and vision plans, healthcare and dependent care flexible spending accounts and paid time off.

The Opportunity

We are seeking an Office & Sales Support Coordinator to oversee the day-to-day operations of our Raleigh office while providing coordination and logistical support to the Sales and Marketing teams.

This role is central to creating a well-run, welcoming, and productive office environment for employees, visitors, customers, and partners. The successful candidate will manage office operations, vendor relationships, employee onboarding logistics, meeting and event coordination, and the distribution of materials and company swag across the organization.

The role will also support high-impact sales and marketing activities, including customer meetings, regional sales meetings, open houses, industry conferences, Tantalus University training programs, and Tantalus’ annual Users Conference. This position is ideal for someone who enjoys managing many moving pieces, anticipating needs, and ensuring details are executed reliably.

Location of Position:

This is a hybrid position based in our Raleigh, NC office. Regular in‑office presence is required to support office operations, visitors, vendor coordination, and event logistics

Specifically, the Office & Sales Support Coordinator is responsible for:

Office Operations, Workplace Experience & Team Support

• Manage office supplies, kitchen inventory, mail, shipping, and general office organization.
• Serve as the primary point of contact for the property manager, building maintenance providers, copier services, beverage suppliers, and other office vendors.
• Coordinate office repairs, maintenance requests, workspace changes, and office improvements.
• Support office access, visitor coordination, meeting‑room readiness, and a professional workplace environment.
• Coordinate office onboarding for new employees, including badges, workspace setup, supplies, and coordination with IT and HR.
• Support employee and visitor experiences, including meals, refreshments, meeting logistics, and office tours as needed.
• Coordinate the shipment of swag and welcome materials to U.S‑based employees.

Sales Support

• Provide sales operations support to Regional Sales Managers (RSMs), including order entry into JIRA, basic Salesforce updates (e.g., translating POs into systems), and follow‑up on customer requests and internal approvals.
• Act as a central sales support resource, stepping in wherever needed to help move deals forward, coordinate shipping, and meet tight deadlines.
• Pull reports and information from Salesforce and other systems to support Sales leadership and related functions.
• Support trade show and event logistics, including registrations, shipment of marketing materials, vendor coordination, travel and hotel arrangements, and event supplies.
• Assist with key company events, including Tantalus University, the annual Users Conference, DISTRIBUTECH, and TechAdvantage.
• Help organize and maintain sales and marketing collateral for office, customer, and event use.

What You Bring

Education and Experience:

• 3+ years of experience in office management, workplace operations, administrative coordination, or event coordination.
• Strong organizational skills and the ability to manage multiple priorities in a fast‑paced environment.
• Experience with Salesforce & HubSpot is considered an asset
• Experience supporting customer‑facing teams through order administration, customer coordination, or sales support activities is considered an asset.
• Excellent communication and relationship‑management skills with employees, visitors, vendors, and internal teams.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience coordinating corporate meetings, customer visits, trade shows, or internal events is considered an asset.
• Experience supporting a B2B technology, utilities, energy, or professional‑services organization is an asset.

Personal Attributes

• Proactive, organized, and service‑oriented, with a passion for creating a positive workplace experience.
• Strong attention to detail and the ability to independently solve problems and follow through on commitments.
• Excellent interpersonal and communication skills, with the ability to work effectively across all levels of the organization.
• Adaptable and resourceful, with the ability to manage multiple priorities and support a variety of office, customer, and event‑related activities.

Tantalus is committed to employment equity and building a diverse workforce. We welcome and encourage Indigenous applicants, people of colour, all genders, 2SLGBTQ+ and persons with disabilities to apply. Accommodations are available on request for candidates taking part in all aspects of the selection process.

We value diverse perspectives, unique skills, and believe in the power of potential over specific qualifications.