Sales & Service Administrator

This position will be dedicated to the management of customer contracts and its administrative processes in close collaboration with regional Sales, the administrators in the region, Head Quarter and Accounting.

This position requires excellent communication skills, accuracy about figures, data and terms and conditions on all contracts / invoices / approvals, as well as sound knowledge of operations, order processing, invoicing and coordination of the whole delivery process (including customs issues) for our NEEME Region (DACH, EE, Northern and UK).

Job Tasks

Order Processing and Management:

• Validation, processing and invoicing of sales orders using Conga,Oracle ERP and SAP
• Payments follow-up in collaboration with Head Quarter and local Accounting incl coordination of bank guarantees
• First point of contact for customers for information, order confirmations, lead times, payments and claims handling
• Shipping and Delivery coordination for Equipment and Software delivery
• Validation and transmission of the shipping documents to the customer based on Incoterms agreed

Service Contracts Processing and Management:

• Processing and invoicing of Service Contracts for New and Renewals (incl AutoRenewals) for Equipment, Software and Subscriptions
• Proactive follow up on Service Contracts Renewals such as maintaining status, process terminations, change / amend data, invoice additional cutting hours, etc
• Proactive payment follow-up for activation on contract renewals
• Purchase Order collection for Service Contract Renewals in collaboration with Customer Success and Sales
• Support contract database updates during Sunset Process
• Contracts reporting in collaboration with the Head Quarter

License Management:

• Licenses and Software Upgrade management (activation, delivery, and renewal of licenses (dongle-based, non-cloud, service, educational, and school licenses))
• Handle license operations: extensions, rehosts, loan licenses, software upgrades, and customer instance transfers
• Follow up on expiring licenses, payments, and ensure timely delivery of new keys
• Maintain CIB (Customer Installed Base)
• Customer Interface for all License related issues
• Collaboration and coordination with internal departments regarding the delivery / renewal of licenses to customers

Requirements

• Excellent verbal and written communication skills in Dutch and English
• Very good organizational skills and attention to detail
• Ability to communicate on a management level both internally and externally
• Very customer oriented with proven track record to deal with several stakeholders
• (customers, shipment department, customs, sales and finance)
• Able to perform and set priorities under time pressure
• Ability to assess potential risks upfront
• Proactive and accountable
• Analytical and efficient thinking
• Proficient in Microsoft Office, advanced Excel.
• Proficient in Oracle and SAP

Experience in Salesforce and Conga is a plus.