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Administration Executive

Reports to: Billing & Receivables Manager

Summary of Position

To assist with the smooth running of the Contracts Department which includes but is not limited to sales order processing (SOP) for all companies that come under the Principal banner, ensuring that all aspects of data are up to date to enable all other departments to be fully functional and to liaise with all internal stakeholders, 3rd party suppliers & funders in providing correct information when requested.

Targets & Outcomes

  • To ensure all billing is kept to monthly deadlines
  • Customer details are updated
  • To adhere to service and SLA standards & agreements
  • Automation of processes

Attitude and Persistence

  • A “can do” attitude, the ability to pick up and take responsibility where needed
  • The ability to proactively head off issues before they impact the Department or Company
  • A commitment to learn and understand all relevant software systems for the role
  • Proactive approach to all aspects of the role
  • Key personal attributes: optimism, diligence, common sense, loyalty, dependability, good manners, sense of humour, and the ability to teach others


  • Data entry for new Sales Orders
  • Dealing with stakeholders on any queries resulting from a sales order
  • Updating Ticket System
  • Raising invoices for all contracts on daily/weekly/monthly/quarterly basis
  • Raising Credit notes and verifications
  • Liaising with our Credit Control department requesting Direct Debit collections or refunds that are required to be actioned due to any amendment to a contract
  • Time & Material billing (non-contractual agreements)
  • Consumables invoicing (chargeable toners/staples etc)
  • Invoice/Credit note print run
  • Due diligence on invoices that are not emailed to customers, ensuring all errors are picked up prior to physically posting to customer
  • Due diligence on invoices that are emailed direct to customer, resulting in correspondence with customer to advise of the error detected
  • Setting machines up on service contracts and sending out any service amendments.
  • Administering current service agreements (price increases, anniversary dates, keeping the database up to date etc)
  • Updating our Accounts Maintenance (PAM) program (Account name/address contacts etc)
  • Updating our systems with any machine relocations from the customer or our Logistic department
  • Supplying 3rd party current meter readings and keeping our records up to date (suppliers and funders)
  • Dealing with any queries with our suppliers/funders that are a product of supplying a meter reading.
  • Due diligence on our Total Managed Volume & Services Agreement (Meter Readings, Volume & Finance)
  • Liaising with the sales team on customer’s cancellation requests
  • Calculating service settlements
  • Clearing down cancelled agreements
  • Dealing with any unbilled Time or Ad hoc Time
  • Checking Monthly Hours Statement and forwarding onto the customer and the relevant salesperson where required
  • Dealing with customer queries
  • Monthly/Quarterly system generated reports are checked and actioned
  • Month End Process check list is completed
  • Ensuring all procedure guides are always kept up to date.
  • Reception Cover
  • Meeting Room
  • General ad-hoc administration
  • Training new staff.

Skills Requirements

  • Previous experience in Administration/Account environment.
  • Must be numerate and comfortable with complex calculations.
  • Good Data Entry Skill
  • Work to deadlines
  • Proficiency in Microsoft Office products.
  • Ability to establish strong interpersonal relationships with close team members and all internal departments
  • The ability to work independently and take initiative. You should be energetic and self-motivated.
  • High prioritisation and organisational skills with an ability to juggle multiple workloads.
  • Great attention to detail and an interest in producing high-quality work.
  • Be able to put their hands up if they have made a mistake
  • Ability to respond to change in a positive and proactive way.

The details contained in this Job Description reflect the content of the job at the date it was prepared. It should be remembered, however, that it is inevitable that over time, the nature of individual jobs will change, existing duties may no longer be required, and other duties may be gained without changing the general nature of the duties or the level of responsibility entailed. Consequently, Principal I Ltd will expect to revise this Job Description from time to time and will consult with the post holder at the appropriate time.

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