Sales Operations & Logistics Coordinator

About Voyis: 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.

What you’ll do: 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.

Responsibilities

• Sales Support: 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.
• Order Management: 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.
• International Logistics: 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.
• Shipping Documentation: 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.
• Customer Communication: 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.
• Cross-Functional Coordination: Provide timely updates and share order documentation with Sales, Operations, Supply Chain, and Finance to ensure smooth execution across the customer lifecycle.
• Rental Logistics Coordination: Arrange the shipment, return, and logistics of rental equipment.
• Commercial Administration: Maintain accurate customer, order, and pricing information within Salesforce/Hubspot and NetSuite while supporting commercial processes, contract administration, CRM updates, and invoice creation.
• Process & Compliance: Ensure compliance with company commercial processes, pricing approvals, shipping procedures, customs requirements, and export documentation standards.
• Skills you will bring to the table: 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.

Qualifications

• 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.
• Bonus Points for: 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.

Perks

Flexible work hours, plenty of vacation, and a dedication to work-life balance. Employee-directed personal education funds to support continuous learning. Regular company-wide social events. RRSP matching, health, and vision benefits. The Pay: The salary range for this role is $50,000 to $62,000, depending on skill set and experience.

Why you should join Voyis:

Our team is made up of problem-solvers, passionate about pushing the boundaries of what’s possible underwater. We get excited about building cool stuff and working on exciting projects like going to the Titanic, Endurance (and lots of other shipwrecks too!). We are a small and closely-knit team. Each member of our team makes a significant impact not just on our business, but on our customers as well.

At Voyis we value diversity and we’re proud to be an equal opportunity workplace. We are committed to creating an inclusive environment for all. We thank everyone who applies and for their interest in working for Voyis, however, only candidates selected for an interview will be contacted. No telephone or walk-in inquiries please. To learn more about life at Voyis, check out voyis.com and follow us on LinkedIn.