Sales Administrator

Calian GNSS is an Ottawa-based producer of products and components used for Global Navigation Satellite Systems (GNSS).  

For more than 40 years, Calian has been solving the world’s most complex problems by pairing the brightest minds with powerful technology. Calian solutions impact the world; from the satellites in space that connect us to the farms that feed us, from the medical professionals who care for us to the governments, schools and companies that make the world better every day. 

Full-time | On-site in Ottawa, ON 

Position Overview 
 

The Sales Administrator (SA) at Calian GNSS will serve as the primary point of contact for general inquiries and incoming sales orders. This role is critical in providing a professional, welcoming, and responsive experience for all prospective and current customers. 

The SA will be responsible for routing inquiries to the appropriate salesperson and engaging with product line managers or engineering support as needed to ensure effective and timely sales support. 

Key responsibilities include coordinating the execution of Non-Disclosure Agreements (NDAs) in company Nitro system, generating quotes as required, and helping align production capabilities with customer requirements. Ultimately, the SA will act as an advocate for the customer within the organization, facilitating smooth communication and collaboration across departments. 

In addition to their primary responsibilities, the SA is expected to maintain a strong awareness of broader sales team activities and be open to cross-training on other administrative functions. This flexibility ensures consistent coverage and support during team member absences and contributes to overall team effectiveness. 

Responsibilities 
 

• Present a friendly, efficient and capable contact for all general sales enquiries directed to the GNSS sales group from distribution channels and direct customers. 

• Develop proficiency with the Company’s CRM software tool (ClaritySoft) developed through videos, peer instruction, and training. 

• Enter and maintain customer sales orders in the Company’s CRM software, 

• Become knowledgeable about the Company’s products and primary applications through peer instruction and in-depth review of the Company’s web site: www.calian.com & www.calian.com/gnss) 

• Develop an understanding of key sales staff specializations and responsibilities to allow appropriate direction of customer contact to the senior responsible salesperson, as may be required 

• Build customer rapport with assistance of the Sales team, in development of fulfillable Sales Orders as may be required; general communicate freely and fully with customers to ensure prompt and effective customer contact 

• Review and acknowledge all incoming Sales Orders against a sales order checklist to ensure compliance with the company’s distribution price lists, the Company’s published sales terms and conditions or pre-agreed purchase terms and conditions, with exceptions referring to the responsible Sales Executive 

• Maintain a watching brief on subsequent Company responses to ensure progression and avoid broken interactions 

• Use Microsoft Office Tools (Excel, Word, and ideally PowerPoint) to provide analysis of sales information as may be required from time to time 

• Provide any other reasonable administration support, including cross training for other Sales or Sales-related administrative functions. 

Qualifications 
 

• Minimum of 5 years’ experience in Sales administration or equivalent employment 

• A diploma or degree in business administration would be an asset 

• Experience with a CRM package would be an asset 

• Experience and proficiency with Microsoft Office tools (Outlook, Word, Excel, PowerPoint) 

• A team player with excellent interpersonal and communication skills 

• High degree of personal integrity, and attention to detail 

• SAP experience is desirable as the company transitions to ERP 

• Experience in a manufacturing environment would be an asset