Commercial Operations Administrator

ParentPay Group is Europe's leading software product company and the UK's largest education technology business. We are on a mission to bring next-generation innovation to positively impact on the lives of millions of parents, teachers, and students every day in over 49 countries.

Our market leading products use cutting edge cloud-based technology to streamline school processes, including secure web and mobile apps that enable secure online payments for school items such as meals, trips, clubs and uniform, improve parental engagement, simplify meal management and - through our product SIMS - collect and manage a database of student information and core school operations.

ParentPay Group's new offices in Pune are a fantastic tech hub for those looking to boost their careers in software product development.

Our bright team FastTrack their career with international exposure and ways of working based on agile development best practices from globally renowned technology consultancies.

Working Context

The Commercial Department is responsible for the sale of product and service propositions to UK and international customers which include states, local authorities, support partners, schools, multi-academy trusts and caterers. The department is made up of the following teams: Sales, Sales Operations, Contracting and Commercial Operations.

The Commercial Operations Team is primarily responsible for:

• Administering and managing customer contracts from order booking to invoicing and renewal/cancellation.
• Maintaining accurate records of customer details and contract licences, subscriptions and support in our systems which include Microsoft Dynamics 365, HubSpot and Binary Stream.
• Handling and managing customer queries (both written and verbally via phone calls/Team meetings) in-line with business guidelines, ensuring that a prompt and appropriate customer service is provided.

It's an exciting time to join ParentPay Group. As we launch our new Commercial Operations team in Pune, this role presents an opportunity to be part of a transformative journey from the very beginning. You'll play a key role in contributing to a dynamic team that's driving efficiency across the business. With plans for potential growth and expansion, this is a chance to build a meaningful career in a fast-evolving global organisation.

Main responsibilities

Reporting to the Commercial Operations Team Leader, the Administrator will work closely with colleagues in the UK and Pune based Commercial Operations Team to undertake the responsibilities which include:

• Accurate maintenance of customer contract information. Managing contract data through the course of the customer lifecycle, including customer creation, product ordering, upselling, annual renewals and contract exits.
• Process renewal cycles (including preparing data, cleansing, drafting/reviewing communications, pricing), so they run smoothly, efficiently, and within agreed timelines.
• Perform, assist development and maintain standardised processes across the Comm Ops department and support to other departments where required.
• Process and check contract information coming into the team so that it aligns to agreed Terms and Conditions of sale and internal approval requirements.
• Check and cleanse customer and contract data in our systems which include Dynamics365, HubSpot and Binary Steam so that we hold accurate, up to date and complete information for the business.
• Invoice customers correctly and on time including data checking and administering/instructing the distribution of invoices electronically.
• Handle internal and external customers with general contract queries, working closely with cross-functional teams (sales, sales enablement, contracts team, finance) where required.
• Prompt and accurate reporting and updating on work, activity and project status as required.
• Perform other duties as and when required from time to time.

• Minimum 2 years administration experience, with a renewal / contract / billing background being desired
• Pro-active and forward thinking
• Excellent attention to detail
• Experience of providing excellent customer service in a customer-facing role
• IT literate and proficient in Microsoft Office, specifically Excel, Word and Outlook essentials
• Strong written and spoken communication skills
• Ability to work effectively within a team; to be a team player with a positive attitude
• Strong communication with colleagues at all levels
• Excellent organisational skills and an ability to work to deadlines while managing a varied workload
• Confidence in the use of IT for business purposes
• Demonstrates good numeracy and analytical skills
• Experience of Hubspot, Microsoft Dynamics 365 or a similar CRM system
• Experience of Binary Stream, Microsoft Business Central or a similar billing/invoicing system
• Experience of Data analysis, cleansing and reporting
• An understanding of the factors and issues affecting UK Education system is desire

ParentPay Group brings together eleven brands that drive development in EdTech. As Europe's largest EdTech provider, we help primary and secondary schools streamline their cashless payments, improve their parent engagement, safely manage meals and securely store their data. Fundamentally, we create time for learning.