Sales Support Specialist

ViVitro Labs is seeking a highly organized, solutions-oriented Sales Support Specialist to join their growing team in Victoria, BC. Are you someone who enjoys keeping things organized, solving problems, and helping people work together to get things done?
This is an opportunity to play a central role in supporting sales operations, coordinating customer orders, maintaining accurate documentation, and helping projects move forward. Working across departments, you will connect people, manage competing priorities, and identify practical solutions to keep things on track.
If you are detail-oriented, adaptable, and take pride in making things run smoothly, this could be an excellent opportunity to contribute to an internationally recognized company supporting innovation in cardiovascular device development.

About ViVitro Labs:

ViVitro Labs is an ISO 17025-accredited testing laboratory and a designer and manufacturer of advanced test systems used by leading cardiovascular device companies worldwide. By combining scalable, modular test systems with advanced and validated test methods, ViVitro provides engineered solutions that support cardiovascular device testing throughout the development process.
Trusted by hundreds of organizations in 40 countries, ViVitro brings extensive experience in cardiovascular device testing and maintains strong connections to medical device innovation, standards development, and academic research. With locations in Victoria, Canada, and Marseille, France, ViVitro continues to grow its engineering services and product development capabilities.

What You Will Do Each Day:

Sales Support and Customer Coordination:

• Manage customer orders from purchase order entry through shipping documentation, invoicing, and accounts receivable follow-up, ensuring accuracy and timely processing.
• Coordinate customer communications regarding order status, delivery timelines, and delays, working closely with Manufacturing to keep orders on track and maintain visibility into sales forecasts.
• Maintain accurate customer information in the company's ERP and CRM systems, and follow up with customers after shipment, including conducting customer satisfaction surveys and addressing issues.

Documentation, Reporting and Marketing Support:

• Prepare, update, and maintain sales and order documentation, as well as documentation within the Quality Management System (QMS), ensuring accuracy, consistency, and alignment with quality requirements.
• Maintain and report on order KPIs, complete monthly reporting, and manage inventory of promotional merchandise and marketing assets.
• Assist with trade shows, events, and other marketing activities, providing coordination and administrative support as needed.
  
  

Team and Business Support:

• Work across departments to identify barriers, solve problems, and keep orders and projects moving forward, while adapting to changing priorities.
• Support senior management and sales representatives with additional projects and business needs, contributing wherever needed in a small, collaborative team.

What You Bring:

Required Qualifications and Experience:

• Certificate or diploma in business administration, or an equivalent combination of education and experience.
• At least three years of experience in an office environment, with experience in sales support considered a strong asset.
• Experience working with ERP and CRM systems.
• Proficiency with Microsoft Office, particularly Excel and Word.
• Strong organizational skills and exceptional attention to detail, with the ability to manage multiple tasks, prioritize effectively, and maintain accuracy.
• Excellent interpersonal and communication skills, with the ability to collaborate effectively with colleagues across departments and provide responsive, professional customer service.
• Strong problem-solving skills, with the ability to identify obstacles, find practical solutions, and follow through to completion.
• The ability to work independently with minimal supervision while remaining collaborative and responsive to changing business needs.

Preferred Experience and Abilities:

• Experience with SYSPRO, Salesforce, or similar ERP and CRM platforms.
• Familiarity with order processing, shipping documentation, invoicing, accounts receivable, or sales administration.
• Experience maintaining controlled documentation or working within a quality management system.

Core Competencies:

• Highly organized, detail-oriented, and committed to accuracy.
• Proactive and solutions-oriented, with the ability to recognize barriers and keep work moving forward.
• Adaptable and comfortable reprioritizing tasks in a fast-paced environment.
• Positive, optimistic, and willing to roll up your sleeves to support the wider team.
• Inclusive and considerate, with an appreciation for different perspectives and the challenges others may be managing.
• Self-directed and accountable, with the judgement to work autonomously and the interpersonal skills to collaborate effectively.

Compensation and Benefits:

The expected annual salary range is $ 46,400–$67,900, plus eligibility for profit sharing.

ViVitro Labs also offers:

• Comprehensive extended health benefits for you and your family.
• Paid vacation and sick leave, plus a vacation purchase program.
• Employee and Family Assistance Program.
• 50% subsidy for BC Transit passes.
• Free on-site or nearby parking and shower facilities with convenient access to the Galloping Goose Regional Trail.
• An active social committee organizing events for employees and their families.

If you are an organized, proactive sales support professional who enjoys solving problems, supporting customers, and helping a team succeed, we welcome your application.