Sales Operations Co-Ordinator

Who is Vivi  

Vivi is the only wireless screen mirroring and digital signage tool designed for education. We help IT help teachers help students with classroom technology that enhances collaboration, control, and creativity.  

Vivi exists because we all had that one teacher who changed our life, who went above and beyond to serve as a role model and sage. They guided discussion, connected with their students on a personal level, were just as engaging and entertaining as they were educational, and they created a dynamic learning environment by constantly involving students.

Personalised learning environments have been proven to deliver better educational outcomes for individuals through increased participation and engagement. To successfully create such an environment requires a fluid, visual dialogue between teacher and student. This is why Vivi exists. Vivi is used by over 825,000 teachers and students around the world and is setting out to disrupt the enormous education industry with our high-growth, ambitious, and creative team. In this rapidly evolving technology landscape, Vivi is always looking for new ways to disrupt the classroom experience, enhance customer experiences and expand globally.

Opportunity Overview:  

We’re looking for a highly organised and proactive Sales Operations Co-Ordinator to fulfill a 12month maternity leave cover.  This is a dynamic, hands-on role ideal for someone who thrives in a fast-paced environment, has exceptional attention to detail and enjoys working with a high performing team. 

This role is hybrid and is 3 days/week in-office at our South Yarra location. 

What you will do: 

Sales Administration:  

• End to end processing of customer Purchase Orders in HubSpot, Maxio and Vivi Central 

• Prepare and deliver quotes for customers based on pricing guidelines and renewal policies. 

• Support Customer Success Managers with accurate and timely quoting for renewals and expansions. 

• Process and send invoices out of Maxio  

• Coordinate the sending, receiving and filing of reseller agreements 

• Respond to enquiries from the Vivi sales team, customers and resellers 

• Assist with End of Month requirements 

Subscription & Contract Data Hygiene 

• Maintain and update customer records across internal systems (HubSpot, Subskribe & Vivi Central) 

• Conduct regular audits to ensure contract data integrity and compliance with internal controls. 

Facilities Management  

• Liaising with the landlord to report faults and repairs 

• Ensure office space is compliant with OH&S requirements 

• Manage the office equipment and ordering of supplies/stationary etc 

• Be the first point of contact for all visitors to the Vivi Australia HQ 
• Organise bi-weekly lunches for office staff 

Cross-functional Collaboration 

• Work closely with sales, customer support and finance teams to ensure smooth end-to-end processes 

• Support operations team projects such as process improvement initiatives, system upgrades, and audits 

• Provide administrative support for ad hoc operational tasks as required 

What you will need: 

Qualifications & Experience 

• 2+ years’ experience in an operations, logistics, or systems support role 

• Strong organisational skills and attention to detail 

• Working knowledge of CRM systems, ideally HubSpot or Maxio 

• Comfortable working with spreadsheets, basic data entry and reporting 

• Excellent communication and stakeholder management skills 

• Ability to prioritise tasks in a deadline-driven environment 

Nice to Have 

• Familiarity with SaaS or tech environments 

• Previous exposure to process automation or workflow tools 

Vivi is an equal opportunity employer. This means we are committed to recruiting, training, compensating and promoting our employees regardless of Race, Color, Ancestry, National Origin, Religion, Creed, Age, Disability, Sex, Gender, Sexual Orientation, Gender Identity, Gender expression, Medical condition, Genetic Information, Marital status, or Military or Veteran status. As an education technology organization, we are dedicated to reflecting the diversity, multiculturalism, and inclusion found in our consumers, employees, and partners. Inclusion is at the heart of what we do, from the way we craft our job descriptions to the values we champion daily.