Lectra Deutschland GmbH

Sales Administration Coordinator

This position will be dedicated to the management of customer contracts and its administrative processes in close collaboration with regional Sales, the administrators in the region, Head Quarter and Accounting.

This position requires excellent communication skills, accuracy about figures, data and terms and conditions on all contracts / invoices / approvals, as well as sound knowledge of operations, order processing, invoicing and coordination of the whole delivery process (including customs issues) for our NEEME Region (DACH, EE, Northern and UK).

Job Tasks

Order Processing and Management:

• Validation, processing and invoicing of sales orders using Conga,Oracle ERP and SAP
• Payments follow-up in collaboration with Head Quarter and local Accounting incl coordination of bank guarantees
• First point of contact for customers for information, order confirmations, lead times, payments and claims handling
• Shipping and Delivery coordination for Equipment and Software delivery
• Validation and transmission of the shipping documents to the customer based on Incoterms agreed

License and Installed base management

• Manage activation, delivery, and renewal of licenses (dongle-based, non-cloud, service, educational, and school licenses)
• Handle license operations: extensions, rehosts, loan licenses, software upgrades, and customer instance transfers
• Follow up on expiring licenses, payments, and ensure timely delivery of new keys (via Inet/FNO)
• Maintain and update installed base data and support educational IB renewals
• Monitor and respond to the XX.ManagementLicenses mailboxes and manage Call Center workflow notifications

Order booking Service contracts

• Set up, process, and invoice new and renewal service/cloud contracts
• Proactively follow up on renewals
• Manage contract changes
• Validate customer invoices and issue additional billing
• Support contract database updates during Sunset Process and collaborate with HQ on monthly/quarterly contract movement reporting
• Act as key contact for:

• • Customers: contract details
  • Service & Sales Support: installed base/contract info
  • Finance: cash collection
  • CSM & Contract Managers: reporting, questions, and general support
  • Handle royalty invoicing to agents

Requirements

• Excellent verbal and written communication skills in German and English
• Very good organizational skills and attention to detail
• Ability to communicate at a management level both internally and externally
• Very customer oriented with proven track record to deal with several stakeholders
• Able to perform and set priorities under time pressure
• Ability to assess potential risks upfront
• Proactive and accountable
• Analytical and efficient thinking
• Proficient in Microsoft Office, advanced Excel
• Proficient in Oracle and SAP, experience in Salesforce and Conga is a plus