Sales Operations Coordinator

ABOUT HEAVISIDE INDUSTRIES Heaviside Industries builds multi-domain autonomous precision munitions for U.S. and allied special operations and conventional forces. While modern warfare has rapidly evolved with the proliferation of unmanned systems, hyper-precise munitions in contested environments are the future of the battlefield. Economical precision strike capabilities are critical to U.S. and allied war efforts, enabling successful defeat of enemy military assets and infrastructure. Heaviside builds precision munitions designed to operate in GPS-denied and spectrum-jammed battlefields—where traditional systems degrade or fail—without inflated prices or sacrifice to performance.

All engineering and manufacturing is conducted in-house in Heaviside's Los Angeles, CA headquarters and Oslo, Norway office. Heaviside is backed by Interlagos, Menlo Ventures, Flume Ventures, Cantos, Anorak Ventures, and Ravelin Ventures.

The Role As Sales Operations Coordinator, you will keep our quoting process accurate and our records clean, so that every order moves smoothly from Business Development to Accounting. You'll prepare and track customer quotes, check incoming purchase orders against what we quoted, and make sure Accounting has complete, organized documentation for invoicing and reconciliation. This is an early-career role with real responsibility. You'll work closely with our Business Development and Finance teams, correspond directly with customers on quotes and order details, and learn how a fast-growing defense manufacturer turns a customer request into a delivered order.

What You Will Do Quoting

• Prepare price quotes using standard templates, based on input from the Business Development team and company pricing guidelines.

• Revise quotes as customers or BD request changes, and keep version history clear and easy to follow.

• Route quotes for internal review and approval before they go to customers.

Customer Correspondence

• Send quotes to customers and serve as a point of contact for questions about pricing, terms, and quote revisions.

• Confirm order details with customers when a purchase order arrives, and follow up on missing or unclear information.

• Keep communication professional, accurate, and timely, and loop in BD when a question needs their input.

Purchase Orders & Accounting Handoff

• Check every incoming purchase order (PO) against the quoted price, quantities, and terms, and flag any differences before it moves forward.

• Enter approved POs into our ERP / order management system.

• Package quote, PO, and order documentation for Accounting so invoicing and reconciliation go smoothly.

• Answer Accounting's questions about quotes and orders, and resolve discrepancies with BD and customers.

Records & Reporting

• Maintain an organized, audit-ready record of all quotes, revisions, POs, and customer correspondence.

• Track open quotes and pending orders, and share regular status updates with BD and Finance.

• Help improve quoting templates and processes as the business scales.

WHAT WE ARE LOOKING FOR

• 0–2 years of experience in sales support, sales operations, customer service, administrative, or accounting support roles. Internships and part-time roles count.

• A bachelor's degree in business, finance, accounting, or a related field, or equivalent experience.

• Exceptional attention to detail. Accuracy in quotes, POs, and records is the heart of this job.

• Clear, professional written and verbal communication, and confidence corresponding directly with customers.

• Comfort with spreadsheets (Excel or Google Sheets), including basic formulas, sorting, and filtering.

• Strong organizational skills and the ability to keep several open quotes and orders on track at once.

• Eagerness to learn, take feedback, and grow with a fast-moving team.

• U.S. Person as defined by ITAR (22 CFR §120.62).

NICE TO HAVE

• Exposure to an ERP or order management system (e.g., NetSuite, SAP, Odoo) or a CRM.

• Experience preparing quotes, invoices, or purchase orders.

• Familiarity with basic accounting concepts such as invoicing, accounts receivable, or reconciliation.

• Interest in aerospace, defense, government contracting, or advanced manufacturing.

Additional Information: Compensation bands are determined by role, level, location, and alignment with market data. Individual level and base pay is determined on a case-by-case basis and may vary based on job-related skills, education, experience, technical capabilities and internal equity. In addition to base salary, for full-time hires, you may also be eligible for long-term incentives, in the form of stock options, and access to medical, vision & dental coverage as well as access to a 401(k) retirement plan. To conform to U.S. Government export regulations, including the International Traffic in Arms Regulations (ITAR) you must be a U.S. citizen, lawful permanent resident of the U.S., protected individual as defined by 8 U.S.C. 1324b(a)(3), or eligible to obtain the required authorizations from the U.S. Department of State. Learn more about the ITAR here: https://www.pmddtc.state.gov/?id=ddtc_kb_article_page&sys_id=24d528fddbfc930044f9ff621f961987