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Working within a team of Sales Co-Ordinators to process and cleanse Sales Order information into the Contracts Management System
The team undertake the following duties:
Provide sales support, facilitation and ownership of the end to end sales order process from initial enquiry to quotation, sales order processing and order management, to resolution of billing; serving as the prime customer contact throughout the process in order to maximise sales effort and to exceed customer expectations.
Processing of a wide range of quotations in a timely manner to meet customer expectations, in line with agreed SLAs – technology types and complexity levels vary – with a key focus on accuracy and consistency – with a focus on technical, commercial and legal governance and processes
Predominantly working closely with the Sales, Commercial Finance, Procurement and Presales community for quotations and order processing as well as Provisioning, Contracts Admin, Purchasing and Legal to ensure clean orders are raised on the systems
Processing orders ensuring information is complete, accurate and in accordance with the clean order check list and KCI
Action de-books and re-books / amendments / cancellations/ loans etc
Sales coordinators work without close supervision in the handling/escalation of incoming customer enquiries
The specific role will have responsibility for:
Processing orders that have been added to the OOHMIS order log by assigning and allocating OOHMIS references to contracts.
Several internal systems are to be used
Regular contact with internal customers is required
Plan and manage personal workload by reviewing and prioritising accordingly
Ensure that monthly reporting timescale requirements are met.
Maintaining the Contract Base Management System
Upkeep of Contract records in line with the order log, backlog revaluations etc.
Align and maintain contract base records with the view of the Account owner, ensuring the sales process is followed for new opportunities
Ongoing process reviews to ensure clean data inputs to OOHMIS from legacy systems
Manage the ongoing OOHMIS development regards capture of contract documentation, key facts, clauses and triggers (e.g. RPI, Volume commitments)
Renewals reporting, tracking success, losses, overdue, performance and short to long term visibility. Leverage OOHMIS to develop reporting functionality, automation and dashboards
Ability to provide information to all Management levels if required
Backlog reporting. Understanding the contract base movements to report monthly on change factors and future insight/trends
Provide Customer profitability insight, reviewing low margin and loss making customers. Utilising OOHMIS to report which customers require investigation. Work closely with the Sales community to understand margin levels
Constantly reviewing reporting processes, driving innovation, thought processes, continuous improvement, and greater management information
Skills / Experience:
Some knowledge with Internal Systems would be desirable but training will be given
MS Office – Excel essential
Thorough and accurate approach to work
Tenacious, with the commitment to see work through to completion and chase down missing information