Administrative Specialist

In-Life Contracts Management Administrator

Based: Hemel Hempstead

Department: Business Solutions

Reporting to: In-Life Contracts Management

Contract: Permanent

Part of the Kyocera Group In-Life Contracts Management team and responsible for managing and processing the set-up of customer service contracts during their lifecycle. Goal is to maximise service revenues through timely and accurate processing of customer orders to be billed and invoiced. This will include various daily interactions with our Customers, Leasing, Credit Control, Sales Teams, Sales Operations, Query Management teams and other internal Business Teams and suppliers of 3rd Party Services.

The In-Life Contracts Management Administrator needs to always maintain exemplary customer service to internal and external stakeholders, to improve our Customer Experience.

Details for the role:

• Creation and maintenance of accurate customer contract master data and records in-time as required using our Vale database.
• Ensuring all maintenance and system housekeeping is up to date inc. address changes, billing information, etc.
• Processing rental and other fixed charges inc. software and solutions
• Processing of CPC click billing data to enable timely processing of invoices inc. copy charges and final billing.
• Collecting and compiling manual meter readings to use for service billing when necessary.
• Set-up and billing of device/print/scan/service contracts
• Invoicing supplies orders once processed inc. consumables.
• Handling contract queries through to resolution
• Invoice Query management inc. raising credit notes.
• Processing and communication to customers of annual increases as per sales and service agreements
• Send out signed copies of contracts to sales and customers as requested.
• Process customer service terminations
• To provision and be supported for cover/assist other areas within the In-Life Contracts Management Dept due to sickness and holiday
• Support and undertake all process improvements of the team including any projects and lean initiatives.
• The Administrator will also assume responsibility for any other related duties as assigned.

Knowledge, Experience & Skills

• Communication & Interpersonal Skills
• High degree of attention to detail
• Problem Solving & Personal Effectiveness
• Self-starter and be strong and confident.
• Able to deal and resolve issues at all levels.
• Good level of Self-management
• Strong skills in managing the unexpected
• Query handling and problem-solving skills
• Excellent team player
• Good educational background
• Good level of PC literacy required, skilled in standard MS applications.

Desirable:

• Proven skills in multi-tasking and taking ownership.
• Be able to thrive in a busy office environment, exhibit a sense of urgency, flexibility and high work standards.
• First class organisational skills with a proactive approach
• Good balance between Operational & Problem-Solving thinking

Competencies and Key success factors

• Linked to values e.g., builds collaborative relationships, seizes responsibility, Challenges within a supportive environment, Committed to the business goals.
• Dealing with ever changing priorities
• Working in a pressurised environment with high standards
• Opportunities for progression within the business for the right people
• Participate in any ongoing business training and personal development programme.

What we can offer you

• Salary (Competitive)
• 25 days holiday (All statutory bank holidays relevant to regional country) – 1 extra day after 5 years. Part time/temporary employees is a pro rata equivalent.
• A buying and selling holiday scheme
• Life Assurance (4 x base salary)
• Pension Scheme – A total contribution of 8% – 5% Employer and 3% Employee.
• Company sick pay (1 week after 6 month probationary period in first year, 4 weeks in years 2-3, 8 weeks in years 4-5 and 13 weeks from year 6 onwards)
• Enhanced Maternity and Paternity leave
• Employee Assistance Programme
• Bike2Work Scheme – salary sacrifice scheme to purchase bikes at a discount
• Electric Car Scheme
• Lifeworks – Access to discounts / perks
• EyeCare – Access to money off for glasses and sight test

The values that underpin the Kyocera Group are the 5 C’s- Communication, Courage, Commitment, Cooperation and Consciousness. It is our firm belief that employees should live by these values and we would expect that you should show your commitment to these values by carrying out your work fairly and honourably, respecting people, our work as a business, and both our local and global community.

Equality and Diversity Statement: Kyocera is dedicated to creating a workplace where diversity is celebrated and everyone is treated with fairness, dignity, and respect. We welcome applicants from all backgrounds and are committed to providing reasonable adjustments during the recruitment process to ensure an inclusive experience for all.

Recruitment Agencies: Kyocera operates a Preferred Supplier List (PSL) of selected recruitment agencies and does not accept unsolicited CVs from agencies not on this list. Please refrain from submitting candidate details in response to this advert or to any Kyocera employees, as we are not responsible for any fees related to unsolicited CV submissions.