Commercial Operations & Program Specialist

Reporting to the Head of Finance, the Commercial Operations & Program Specialist is responsible for coordinating and administering commercial agreements, promotional programs, invoicing, and settlement processes across the company's Canadian sales channels.

Serving as a key operational link between Sales, Marketing, Legal, and Finance, this role ensures that commercial programs are accurately documented, properly approved, executed on time, and tracked through financial settlement.

The position requires strong attention to detail, financial literacy, and the ability to manage multiple concurrent programs in a fast-paced consumer electronics environment.

The role focuses on process execution, coordination, documentation, and financial tracking, while accounting decisions, financial approvals, and statutory reporting remain under the responsibility of Finance.

Key Responsibilities
1. Commercial Agreements & LOA Administration

Prepare Letters of Agreement (LOAs), Market Development Fund (MDF) agreements, rebate agreements, and other commercial program documents using approved templates and authorized commercial terms.

Coordinate with Sales and Marketing to collect and verify program details, including funding amounts, promotional periods, eligible products, and payment conditions.

Manage internal approval routing and external signature processes in accordance with the company's Approval Matrix.

Coordinate with Legal on non-standard contract terms, exceptions, and required amendments.

Maintain accurate and organized records of executed agreements, amendments, approvals, and supporting documentation.

Track agreement status, expiration dates, outstanding approvals, and execution deadlines.

2. Promotional Program & Financial Commitment Tracking

Maintain centralized records of approved promotional programs, including rebates, price protection, co-op advertising, MDF, and trade allowances.

Track committed funding, program periods, payment conditions, and outstanding financial obligations.

Monitor program utilization against approved budgets and identify potential discrepancies or over commitments.

Coordinate with Sales, Marketing, and Finance to confirm program execution status and required supporting documentation.

Provide timely updates on outstanding commitments, pending claims, and program completion status.

3. Invoice, Claim & Settlement Coordination

Receive, review, and coordinate promotional invoices, customer claims, deductions, and credit/debit memo requests.

Perform initial administrative validation against executed agreements, approved program terms, and supporting documentation.

Coordinate with Sales and Marketing to obtain proof of performance and resolve missing or inconsistent information.

Submit verified documentation to Finance for accounting review, processing, and payment or credit approval.

Track the status of invoices, claims, credits, and payments through completion.

Follow up with internal stakeholders and customers to resolve documentation gaps, discrepancies, and settlement delays.

4. Cross-Functional Execution & Process Management

Act as the central coordination point between Sales, Marketing, Legal, Finance, and relevant external partners for commercial program administration.

Maintain visibility of active agreements, pending approvals, financial commitments, and settlement status.

Proactively follow up on outstanding actions to prevent delays in program execution and financial settlement.

Identify operational bottlenecks and elevate unresolved issues to the appropriate functional owners.

Develop and maintain standardized workflows, process checklists, and documentation practices.

Support continuous improvement initiatives to enhance execution speed, accuracy, and operational transparency.

5. Reporting & Documentation

Prepare regular operational reports covering agreement status, committed program funding, outstanding claims, and settlement progress.

Maintain accurate data and supporting documentation in designated ERP, CMS, and internal tracking systems.

Support Finance with agreement records, transaction details, and documentation required for accrual reviews, reconciliation, and audits.

Ensure records are complete, traceable, and accessible for internal control and management review.

Qualifications & Experience Required

Bachelor's degree or college diploma in Business Administration, Finance, Accounting, Operations, or a related discipline.

3–5 years of experience in Commercial Operations, Sales Operations, Business Operations,…