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.

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

• 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.

• Post‑secondary education in business administration, finance, or a related field…