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Order Management Coordinator

2 months ago

Swindon, Swindon, United Kingdom Hexagon PPM Full time

About the Role

We are seeking a highly organized and detail-oriented Order Administration Specialist to join our team at Hexagon PPM. As an Order Administration Specialist, you will play a critical role in ensuring the smooth processing of orders from customers, including software, maintenance support, and services.

Key Responsibilities

  • Provide liaison and coordination between sales and customers, acting as a point of contact for all aspects of the order cycle.
  • Monitor and identify delays in completion, ensuring timely billing of software orders and liaising with appropriate personnel to solve any problems.
  • Raise invoices and provide necessary supporting documentation to the finance team.
  • Accurately and timely invoice customers, providing necessary supporting documents.
  • Send out renewal quotations for maintenance contracts to customers and negotiate within agreed parameters.

Order Cycle Management

  • Identify and review purchase orders, completing order processing compliance steps and identifying new maintenance business opportunities.
  • Manage the order cycle by processing incoming orders in a timely manner, liaising with the Parent Company as necessary for delivery details or changes to order requirements.
  • Liaise with suppliers to order 3rd party products and freight forwarding agents for delivery instructions.
  • Ensure that sales account managers are kept aware of progress or any difficulties experienced by customers, which need to be resolved in respect of the order cycle.
  • Maintain accurate filing and ensure all correspondence pertaining to an order is correctly filed within the system.
  • Be conversant with Hexagon ALI's/EAM product range at a level to answer general order/sales enquiries.

Maintenance and Licenses

  • Raise maintenance contracts and invoice in a timely manner.
  • Efficiently manage annual maintenance renewals, including pricing adjustments within agreed timescales.
  • Deal with low-level technical issues on behalf of sales account managers, using internal support from Hexagon technical staff.
  • Set up and issue license keys to customers.

Qualifications and Skills

  • Excellent numerical, analytical, and problem-solving skills.
  • Experience in using ERP systems like Dynamics GP (Great Plains) or similar accounting packages, with confidence to use multiple systems during the complete order cycle.
  • Organized and detail-oriented, with good computer skills, including a working knowledge of Word and Excel.
  • Effective communication skills, including verbal, written, and presentation.
  • Ability to work in a fast-paced corporate environment and work to tight deadlines.
  • Ability to work on your own initiative and as part of a team for the North-West Europe region, working with overseas customers and staff.
  • Proactive nature with strong multi-tasking and organizational skills.
  • Strong administration skills.
  • Ambitious, confident, and willing to demonstrate initiative and responsibility.
  • Able to develop good interpersonal working relationships.