Sales Administrator & Leasing Coordinator

OT Group is one of the largest independently owned office technology suppliers in Canada. We are focused on providing exceptional customer service, industry-leading technology products and substantial financial value. We have seven locations in Ontario, with our head office in Belleville, and our branch locations from Markham through to the Quebec border. Our capable team of approximately 60 staff members live and works in the regions they service, which helps to reduce our environmental impact and ensures the best possible response times to our customers.

Under the same ownership since 1988, our Company is implementing a significant growth strategy and is looking for a full-time Sales Administrator & Leasing Coordinator to join the team! This role is open as part of a planned retirement transition.

Reporting to the Director of Administration, this role is key in supporting the sales organization by managing deal administration, invoicing, leasing processes, claims submissions, and account setup. This position ensures the accuracy, compliance, and timely processing of sales transactions while serving as a central point of coordination among sales, finance, vendors, and customers.

This role will be based in person at our Belleville office, Monday to Friday. Our business hours are 8:30 am to 5:00 pm.

The hourly compensation range for this position is $21.50 to $26.50, based on experience.

As a top employer in our industry, we take pride in offering our employees an exceptional place to work. We offer all of our employees:

• Competitive compensation, benefits, and pension
• Opportunity for personal and professional growth and development
• Work/life balance
• Company social events
• A family-oriented environment!

Key areas of responsibility:

• Deal & Documentation Management
• Process sales worksheets by entering and verifying customer, equipment, service, and financial information, and releasing worksheets for equipment ordering or allocation.
• Maintain complete and accurate deal files, including agreements, leases, approvals, cost sheets, support letters, and key correspondence.
• Review all sales and lease documentation to ensure required signatures, initials, and compliance standards are met.
• Invoicing & Lease Processing
• Calculate lease amounts for invoices based on current lease rates.
• Invoice cash and lease deals, including coordinating lease funding packages and managing special invoicing requirements (e.g., claims, buyouts, and manual invoices).
• Track and update deal receivables and processed leases, and provide daily invoice and lease summaries to internal stakeholders.
• Submit lease applications and ensure trade-up and balance-of-payment information is current and accurate.
• Claims, Vendor & Program Administration
• Submit vendor claims and support requests through appropriate portals or channels, ensuring valid support letters are in place.
• Prepare monthly and quarterly reports (e.g., OECM, proof-of-sale documentation) and distribute them to internal teams, vendors, and sales representatives.
• Update lease rates and sales system data as new rates or programs are received.
• Account, Equipment & Lifecycle Support
• Set up and maintain customer accounts, including post-installation setup, meter entries, and account updates.
• Coordinate equipment movements, end-of-lease pickups, and inter-account transfers, ensuring financial and contractual requirements are satisfied.
• Prepare and process manual worksheets and invoices related to equipment movements or pickups.
• Quote & IT Request Support
• Process sales quotes and ensure all required support documentation is attached.
• Review IT-related requests by validating quoted rates against vendor programs, coordinating approvals, and ensuring correct billing and account setup.
• Confirm that the sales amounts calculation is within the required parameters.
• Verify equipment costs and that quoted equipment configurations are accurate.
• Review service details are presented appropriately for each situation.
• Communication & Coordination
• Respond promptly to internal and external emails and phone inquiries.
• Act as a liaison between sales, finance, vendors, and service teams to ensure smooth deal execution.
• Other duties as assigned.

The successful candidate will have:

• Post-secondary education in business administration, finance, or a related field preferred.
• Three years or more of experience in sales administration, leasing, finance, or a similar role.
• Strong attention to detail and ability to manage multiple priorities in a deadline-driven environment.
• Experience with invoicing, leasing, and vendor programs is an asset.
• Excellent organizational and documentation management skills.
• Strong written and verbal communication abilities.
• High level of accuracy and confidentiality with financial and customer data.
• Proficiency with CRM, ERP, and Microsoft Office applications, including a strong working knowledge of Excel.
• Ability to work collaboratively across departments.

The successful candidate will have:

• Post-secondary education in business administration, finance, or a related field preferred.
• Three (3) years or more of experience in sales administration, leasing, finance, or a similar role.
• Strong attention to detail and ability to manage multiple priorities in a deadline-driven environment.
• Experience with invoicing, leasing, and vendor programs is an asset.
• Excellent organizational and documentation management skills.
• Strong written and verbal communication abilities.
• High level of accuracy and confidentiality with financial and customer data.
• Proficiency with CRM, ERP, and Microsoft Office applications.
• Ability to work collaboratively across departments.

If you are a confident, dedicated and hard-working professional who is motivated to achieve high standards of quality service and value to customers, we would love to hear from you!

We appreciate all who express interest; however, only those selected for an interview will be contacted.

Please note, AI tools may be used to support parts of the recruitment process (such as screening resumes and scheduling or organizing candidate information). Final decisions on all hiring steps are always made by our HR and management teams.

We are committed to an equitable, inclusive, diverse, and accessible workplace and encourage applications from all qualified applicants. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, OT Group will provide accommodations to applicants with disabilities throughout the recruitment, selection and/or assessment process. Please inform Human Resources of the nature of any accommodation(s) that you may require.