Commercial Operations Administrator

Job description:

• The Commercial Department is responsible for the sale of product and service propositions to UK and international customers which include states, local authorities, support partners, schools, multi-academy trusts and caterers. The department is made up of the following teams: Sales, Sales Operations, Contracting and Commercial Operations.

• The Commercial Operations Team is primarily responsible for:
• Administering and managing customer contracts from order booking to invoicing and renewal/cancellation.
• Maintaining accurate records of customer details and contract licences, subscriptions and support in our systems which include Microsoft Dynamics 365, HubSpot and Binary Stream.
• Handling and managing customer queries (both written and verbally via phone calls/Team meetings) in-line with business guidelines, ensuring that a prompt and appropriate customer service is provided.

Its an exciting time to join ParentPay Group. As we launch our new Commercial Operations team in Pune, this role presents an opportunity to be part of a transformative journey from the very beginning. Youll play a key role in contributing to a dynamic team thats driving efficiency across the business. With plans for potential growth and expansion, this is a chance to build a meaningful career in a fast-evolving global organisation.

Main responsibilities

Reporting to the Commercial Operations Team Leader, the Administrator will work closely with colleagues in the UK and Pune based Commercial Operations Team to undertake the responsibilities which include:

• Accurate maintenance of customer contract information. Managing contract data through the course of the customer lifecycle, including customer creation, product ordering, upselling, annual renewals and contract exits.
• Process renewal cycles (including preparing data, cleansing, drafting/reviewing communications, pricing), so they run smoothly, efficiently, and within agreed timelines.
• Perform, assist development and maintain standardised processes across the Comm Ops department and support to other departments where required.
• Process and check contract information coming into the team so that it aligns to agreed Terms and Conditions of sale and internal approval requirements.
• Check and cleanse customer and contract data in our systems which include Dynamics365, HubSpot and Binary Steam so that we hold accurate, up to date and complete information for the business.
• Invoice customers correctly and on time including data checking and administering/instructing the distribution of invoices electronically.
• Handle internal and external customers with general contract queries, working closely with cross-functional teams (sales, sales enablement, contracts team, finance) where required.
• Prompt and accurate reporting and updating on work, activity and project status as required.
• Perform other duties as and when required from time to time.