Carry out efficient Contracts administration from direct customer orders ensuring all orders are scheduled for despatch in line with customer requirements and acknowledged to the customer within 72 hours
• Verification of technical and commercial specifications of customer orders
• Verification of technical data of protection relays (CORTEC)
• Recording of customer orders in ERP (SAP) system
• Processing of On Line Store (OLS) OrdersJob Description
Order Management:
Process Customer orders ensuring all orders are scheduled for despatch in line with customer requirements and acknowledged to the customer within 72 hours
- Verification of technical and commercial specifications of customer orders
- Verification of technical data of protection relays (CORTEC)
- Recording of customer orders in ERP (SAP) system
- Processing of On Line Store (OLS) Order
Ensure commercial conditions are as agreed to standard company requirements or are approved variations. Orders are correctly reviewed, accepted and approved in line with company procedures/ sales Agreements/ offers conditions.
Operational Purchasing :
Launch and follow-up of internal Purchase orders With manufacturing Units, other internal departments, and occasionally external suppliers. Ensure Leadtimes are aligned with what has been published, Expedite and follow-up delivery schedules with manufacturing units, external suppliers.
Logistics Support
Ensure contract is managed to completion and the goods are delivered to the required delivery address. Nominate forwarders and provide relevant shipping documentation to allow the manufacturing unit to ship goods direct to our Customer (Third Party Drop Shipment) documents for export, relationship with forwarders, carriers, customs etc.
Invoicing
Raise and send invoices to customer via required method (portal, email, hardcopy). Invoices shall be in line with agreed price/ rate, payment terms and conditions.
Raise approved credits as requested through the formal process.
Cash Collection
Ensure timely collection of Payment from Customer in close coordination with Accounts receivable.
Contract Administrator shall ensure to remove any roadblock in collecting the payments in a timely manner in order to ensure on time Payment collections.
Continuous Improvement
Propose and implement improvement actions to optimize the processing of Product orders. Provide expertise to problem solve and offer alternative solutions for the customer.
Interface with
- Manufacturing units, Suppliers, Sales Team, Tendering Team and Marketing functions if necessary
- Finance and Accounting department
- Customers, ensuring customer satisfaction
Business Support
Good understanding of the legalities of contracts, export, shipping, invoicing, finance and standard terms and conditions
Liaise with Finance / Accounting dept to ensure correct payment
Liaise with Commercial colleagues and provide feedback regarding customer orders, issues, queries, etc.
Requirements:
- Strong attention to detail and accuracy
- Good organizational and time management skills
- Ability to manage multiple priorities and meet deadlines
- Strong problem-solving skills and ability to identify practical solutions
- Good communication skills, both written and verbal
- Strong stakeholder management skills
- Ability to work collaboratively across departments
- Customer-focused mindset with a commitment to service and responsiveness
- Confidence in following up with internal teams, suppliers, and customer
- Good working knowledge of Microsoft Office, especially Excel and Outlook
Qualifications
- GCSE level 8 in English / Maths
Preferred / Desirable
- Experience in international order fulfilment or export environments
- Knowledge of Incoterms and shipping documentation
- Experience supporting continuous improvement activities
- Understanding of basic finance and legal contract principles
- Experience using SAP : SD / PP / MM modules
Relocation Assistance Provided: No
