Job Summary
The onboarding contracts administrator is responsible for managing the full lifecycle of new client onboarding, from contract creation and validation through to platform
setup and successful implementation. This role ensures that all contractual, operational, and
technical requirements are completed accurately, efficiently, and in compliance with internal
standards. The Specialist acts as a key liaison between clients, sales teams, and internal
departments to ensure a seamless transition from signed contract to active service delivery.
Essential Duties and Responsibilities
- Own and manage emails received in our Implementation inbox, these may be forwarded trails for paperwork to go out on/ PO’s that have been sent through/ amendments/ cancellations/ contract queries.
- Using tags in the inbox to document who is working on what/ if they have been processed/ are with another team.
- Work through the approved quote list in Paronyx, processing orders for hardware maintenance.
- Ensure all information is provided in order to submit the contract, such as start dates, SLA, end user name, end user addresses.
- If any information is missing or the PO is incorrect flagging these with the relevant AM by email as a PO query to get the issue resolved.
- Documenting on the contract details all orders that are processed for the month and any future invoices that are required.
- Monthly task - create a new tab on the contract details sheet and move over any ‘future invoices’ from the ‘xMonthx 2024 Onwards’ tab. These are for contracts which do not have standard upfront in advance payment terms.
- Once processed send out contract paperwork to the customer, with the AM on CC, on the relevant trail in the inbox.
- Once the contract is processed, implementing any necessary actions required for a variety of contract types, such as flagging any contracts abroad in the Implementation chat, flagging contracts over 50k/ Lifecycle contracts on the ‘Contract Onboarding Review,’ liaising with the support team on any specialised SLA agreements etc.
- Obtaining finalised pricing, creating sub PO’s and subbing out any software/ 3rd party requirements as part of the contract process.
- Following up on contract paperwork for subbed items, and verifying that cover is in place.
- Adhering to the Implementation KPI’s to ensure these are met.
- Chasing up any outstanding PO queries before EOM.
- Ensuring that all orders are processed for EOM apart from any that have pending PO queries. These are carried over to the next month.
- Process cancellation requests from customers/AM, providing a credit due value and last date of support. Document the cancellation on the contract details sheet.
- Action amendment requests from customers, determining whether these can be completed FOC (ie, address amendment UK to UK) or if they are chargeable (ie, address change UK to abroad). Updating on the contract in Paronyx if required and sending out updated contract paperwork.
- Answer customer queries/ AM queries in relation to contracts, what a customer has on cover. Produce reports as requested to confirm this - information can be obtained from Paronyx.
- Pick up and respond to contract checks from the Support Team confirming whether kit is/isn’t on cover - these need to be picked up within 15 minutes of receipt. Check within the inboxes/ Paronyx to identify if the kit is on an active contract/ may be missing some information such as serial/ address and that's why it can’t be located.
Key Personal Requirements
- Amazing communication skills as you’ll be dealing with customers by email
- Some technical knowledge/ or an interest in IT
- Organised
- Able to handle data, as we deal with a lot of information and spreadsheets
- Experience in working to and meeting tight deadline and excelling at working under pressure
- Able to follow processes
- Work as a team to manage and attain team KPIs
- A good work ethic and a positive attitude
- Build relationships with internal and external contacts
- Flexibility to adapt to changing requirements
- Can do attitude - someone who likes to ensure things are done right the first time
- Ability to recognise and suggest improvements to processes
Implementation
- Experience with order processing/ contracting
- Great attention to detail
- Amazing communication skills as you’ll be dealing with customers by email
- Organised
- Able to follow processes
- Flexibility to adapt to changing requirements
- Someone who likes to ensure things are done right the first time
- Ability to recognise and suggest improvements to processes
Job Type: Full-time
Pay: £24,800.00-£25,000.00 per year
Benefits:
- Additional leave
- Company pension
- On-site parking
Work Location: In person
