Sales Coordinator

Cotton Candy is a proudly Canadian marketing company with offices in both Canada and the USA, specializing in branded merch – also known as promotional products or swag. From creative ideas to product sourcing, customization, online stores, and fulfillment, we handle all aspects of tangible marketing for clients across North America.

Additionally, we operate Cotton Candy Total Rewards, a trusted employee rewards and recognition division, leveraging a global platform to deliver seamless, worldwide programs with personalized impact.

With a well-established company-wide culture of teamwork, determination, and a commitment to excellence, the employee-owned Cotton Candy has emerged as a leading professional organization with a singular voice, a proven track record, and a proudly independent spirit.

For much of our thirty-year+ history, our company motto has been “Great Minds Thinking Differently.” It’s as much a promise we make to our clients as it is a benchmark expectation we set for ourselves—day in and day out.

Where do you come in?

Cotton Candy is currently seeking a Sales Coordinator to join our team.

This role provides critical administrative and operational support to the Sales team, helping ensure the accurate and efficient management of client orders from initial entry through to final delivery. The Sales Coordinator will work closely with Sales Executives, clients, suppliers, and internal departments to coordinate orders, maintain accurate documentation, monitor timelines, and proactively resolve issues to ensure a seamless client experience.

We are looking for a highly organized, detail-oriented, and proactive individual who thrives in a fast-paced environment and takes pride in providing exceptional support to both our Sales team and clients. The ideal candidate will be a strong communicator and problem-solver who can effectively manage multiple priorities, anticipate potential challenges, and ensure orders move smoothly and efficiently through the sales and fulfillment process.

What specifically?

• Provide comprehensive administrative and operational support to the Sales Executives, enabling them to focus on client development and revenue generation.
• Receive, review, and process customer orders submitted by Sales Executives, ensuring all information is complete and accurate.
• Prepare and manage order confirmations, purchase orders, and all supporting documentation required for order fulfillment.
• Carefully review order entry sheets to verify pricing, costs, specifications, quantities, shipping details, and customer requirements before processing.
• Coordinate with suppliers to place orders, confirm product availability, production schedules, and expected delivery timelines.
• Serve as a liaison between clients, suppliers, and internal departments to ensure timely communication throughout the order lifecycle.
• Obtain required approvals, signatures, artwork approvals, proofs, and other documentation necessary to move orders through production.
• Monitor active orders and proactively identify, communicate, and resolve issues that could impact delivery timelines or customer satisfaction.
• Respond promptly to customer and supplier inquiries regarding order status, product information, shipping, and delivery.
• Assist in resolving order discrepancies, shipment issues, product quality concerns, and other customer service matters in a professional and timely manner.
• Maintain accurate order records and ensure client files, pricing information, and documentation remain current.
• Generate and distribute daily sales activity reports and order summaries for the Sales Executives that you support.
• Work collaboratively with Purchasing, Operations, Accounting, and Customer Service to ensure smooth order execution.
• Maintain confidentiality of client information and company data.
• Perform other duties and special projects as assigned.

What do you bring to the table?

• Completion of post-secondary education in Business, Marketing, Administration, or a related field, or an equivalent combination of education and industry experience.
• Previous experience in sales support, customer service, order management, or an administrative role is…