Business Operations Administrator

4 days ago

Dublin Republic of Ireland, United Kingdom Canon EMEA Full time

Job Purpose and Summary

The Business Operations Administrator is an integral part of the Order to Invoice process ensuring the customer has a consistent and positive experience of Canon for the duration of their life-cycle.

They are responsible for administration activities for the order to invoice processes, including stock management administration, customer acceptance, billing administration, monitoring of novations through approval process, termination and relocation scheduling, monthly receipting of logistics costs and reporting, and supporting local activities and the Business Operations Manager.

What we give

Logistics Administration

• Liaise with logistics partner to ensure accurate recording of 2nd hand stock and stock for recycling.

 • Periodic stock take of second hand machines inventory.

 • Request asset creations and upload details of 2nd hand stock for selection for sale.

 • Send quarterly update to service and sales teams.

 • Receipting of logistics costs on PPO. 

 

Terminations and relocations

 • Liaise with the customer and logistic partner to agree costs and schedule collection/delivery. 

• Initiate the termination or relocation process. 

• Obtain end meter readings and update pearl chain, if applicable and advise E-Maintenance team of termination.

  

 Manage Billing

 • Prepare billable data to ensure contracts are ready to bill to include collection and validation of usage data, entering and uploading data accurately and promptly. 

• Increase the number of machines being invoiced using e-maintenance readings by working with the E-Maintenance team to advise them of related issues. 

• Manage meter reading exception and error reports working to resolve issues and ensure billing accuracy. 

• Proactively request PO renewals from the customer as and when required and enter these into the system for prompt and accurate billing. 

 

Customer Portals 

• Load invoices onto customer Portals accurately and promptly. 

• Liaise with the customer on any queries and if required request changes to the billing team. 

 

Customer Contacts (SDFC Cases) 

• Triage and route cases to the relevant resolver group. 

• Take ownership for cases on PO renewals, meter readings, customer request for Canon as a supplier documents (e.g., insurance liability certificates etc.) and complete with in the SLA.

• Identify and manage opportunities to improve processes and Customer Experience. 

 

Initiate Contract Activation 

• Manage & monitor the capturing of Customer Acceptance (CuAc). 

• Activate the contract and ensure correct billing dates are entered and contract is set up to bill successfully and accurately. 

 

Novation Management

 • Validate novation request.

 • Liaise with customer to obtain accurate details required to create a signed novation agreement.

 • Ensure that the novation process is managed in a timely way through commercial team and finance for approvals.

   

Reporting 

• Measure and monitor activity.

 • Run reports as required including stock reports and reporting for the team and as requested by Business Operations Manager.

 

 Local Activities 

• Answer and direct calls and offer support for required local needs. 

• Act as backup for fleet administration, travel booking and local facilities activities as directed by the Business Operations Manager. 

• Participate in cross training activities and provide cover for Order Management and Contract Management teams within Business Operations Team.

 

What we ask

Customer Service Experience essential.

Supply chain, order management or contract management experience desirable.

Be able to demonstrate high level of self-motivation, organisation skills and high attention to detail.

Awareness of account payable/accounts receivable processes.

Able to work on multiple priorities concurrently.

Competent in MS Excel.

You will need

Salary: Competitive

Location: Citywest, Dublin

Closing date: 3rd January 2025

 

Key Benefits

Hybrid Working

25 days holiday

Company Pension Scheme

Life Cover for those in the Pension Scheme


No Agencies please

Further information

  1. Competencies (From Job Family & Competency Dictionary)                                                                                                                                                                                                                                                     Act as a Team Player. Individuals who demonstrate this competency are sensitive to the needs and opinions of others. They work collaboratively with others to build and maintain interpersonal alliances & partnerships.
  2. Apply High Standards of Accuracy. Individuals who demonstrate this competency can be trusted to actively check for accuracy of data, messages and materials generated or received, before passing on.
  3. Drive for Results. Individuals who demonstrate this competency deliver what is agreed. They seek feedback to drive continuous improvement.
  4. Focus on the Customer.  Individuals who demonstrate this competency put themselves in the minds of the customer (external or internal or Canon partners). They understand customer needs and Canon from their point of view and create value by meeting both current and future needs, always striving to exceed expectations
  5. Take Ownership and Accountability. Individuals who demonstrate this competency are trusted to deliver . They make realistic commitments and take personal responsibility and accountability for achieving them.          

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