Order & Billing Administrator

Make an impact with NTT DATA
Join a company that is pushing the boundaries of what is possible. We are renowned for our technical excellence and leading innovations, and for making a difference to our clients and society. Our workplace embraces diversity and inclusion – it’s a place where you can grow, belong and thrive.

Your day at NTT DATA

The Order & Billing Administrator will provide operational support to the National Sales teams. This role involves managing complex and multifaceted tasks that require a high level of analytical thinking and problem-solving skills. The ideal candidate will be responsible for breaking down intricate problems, identifying root causes, and developing innovative solutions.
Success in this role demands a strategic mindset, attention to detail, and the ability to synthesize information from various sources to make informed decisions. This position is well-suited for someone who thrives in challenging environments and enjoys talking sophisticated issues that require creative and critical thinking.

What you'll be doing

Key Responsibilities:

• PROCESS

• Process internal and mainstream customer orders, branch project related orders, loans, assets requests, rebates, stock transfers, Managed Services invoice transfers, amending orders through the SAP system
• Forecasting
• Invoicing and management of Drop Ships and Vendor Direct Orders
• Invoicing and management of deliveries
• Forwarding license details, confirmation or contract agreements via email to the end user for order confirmation and invoicing purposes.
• Liaise with internal & external customers regarding the order status, billing enquiries, delivery enquiries, proof of delivery etc.
• Liaise with internal customers with regards to different aspects of the sales order cycle
• Portfolio, Budget Billing and Advance Fee administration and invoice processing
• Process Credit, Debit, Correction and Write Off Request

• REPORTING

• Compile, process & monitor reports including Post to ERP report, Outstanding Billings Report, Portfolio customer activity report, Credit Statistics report, Inter-company invoicing report, GST Free Sales Analysis report
• Monitor and oversee the audit and QA of all scanned paperwork
• Manage Automated ETA report subscriptions
• Compile periodical Tech Forecast reports throughout the current billing month.

• DOCUMENTATION & TRAINING

• Development and maintenance of Order & Billing procedures and work instructions
• Disseminate skills and knowledge
• Ongoing cross training of Service Provider team. Identify skill gaps within Service provider team & ensure constant upskilling and training. Provide peer-to-peer training to any existing team members or new team members when necessary
• GENERAL
• Manage emails in Salesforce inbox (case management)
• Problem identification and resolution – ensure appropriate level of investigation is performed or escalate to ensure issues are resolved in a timely manner.
• Liaise with internal customers with regards to all aspects of the sales order cycle
• Assist with random audits on service provider team to ensure quality & SLAs are maintained
• Logging of errors picked up from Service Provider team
• Investigate Budget Bill account discrepancies
• Chair, attend and contribute to the Team (Order & Billing) meetings
• Prepare and carry out filing/scanning of paperwork as required
• Work with NTT internal teams to ensure any order issues are resolved in an efficient and professional manner. 
• Work closely with service providers to answer all queries & ensure NOSC tasks are completed smoothly
• Maintain a high level of initiative and enthusiasm and always ensure a professional and helpful manner.
• Build and maintain relationships with internal client contacts on an on-going basis.
• Build and maintain competency across all Order & Billing functions in order to provide adequate back-up support across the nominated tasks and responsibilities of other team members.

• General Responsibilities

• Effective Communication and Urgency:
  • Providing efficient, prompt, clear, and concise answers to internal and external queries.
  • Demonstrating a sense of urgency in handling tasks.
• Team Support and Training:
  • Backfilling other team member during periods of annual leave or staff shortages.
  • Offering peer-to-peer training to new Outsource provider team members or refresher training for existing team members when needed.
• Professionalism and Relationship Building:
  • Maintaining a high level of initiative, enthusiasm, and professionalism.
  • Building and nurturing relationships with internal client contacts.
• Continuous Learning and Feedback:
  • Staying updated on NTT solutions’ features and benefits.
  • Providing feedback on internal and external systems and procedures to management and the team.
• Education & Experience
• University graduate
• Minimum 2 years work experience from few of the following roles : Billing, Reporting, Order Management, Order Processing, Supply Chain, Sales Support, Customer Service roles.  
• Personal Skills
• Customer service skills:  A proven track record of helping clients with their supply chain requests.  A person who thrives on client interaction and being the

• ‘go to’ person for questions, queries and problem resolution.

• Communication skills:  Must possess strong written and spoken communication skills suitable for the Australian business environment.  Needs to be a confident, articulate and proactive communicator.  Must possess a willingness to engage in emails, phone calls & video conference calls with internal and external clients in a professional manner.
• Collaboration skills:  Demonstrated ability to work alongside of internal & external people to address client issues and establish a sense of urgency around required actions.
• Commercial acumen:  Must clearly understand the basic concepts of client order processing (vendor buy price, client sell price, gross profit, change request process, billing and shipping party management)
• Pro-activeness:  Must have a ‘can do’ attitude and willingness to work independently of the NTT team leader/manager.  Ability to follow up outstanding actions and tasks independently until resolved to the client’s satisfaction.
• Operational awareness:  Ability to follow standard operating procedures to ensure consistent service delivery.  An ability to work with their team leader on opportunities for process improvement in how we service our clients.
• Reporting skills:  Ability to extract raw data from ERP systems and collate and present in basic Excel format.  Ability to utilise Power BI dashboards to review and drill into key operational metrics.

Workplace type:

Hybrid Working

About NTT DATA
NTT DATA is a $30+ billion trusted global innovator of business and technology services. We serve 75% of the Fortune Global 100 and are committed to helping clients innovate, optimize and transform for long-term success. We invest over $3.6 billion each year in R&D to help organizations and society move confidently and sustainably into the digital future. As a Global Top Employer, we have diverse experts in more than 50 countries and a robust partner ecosystem of established and start-up companies. Our services include business and technology consulting, data and artificial intelligence, industry solutions, as well as the development, implementation and management of applications, infrastructure, and connectivity. We are also one of the leading providers of digital and AI infrastructure in the world. NTT DATA is part of NTT Group and headquartered in Tokyo.

Equal Opportunity Employer
NTT DATA is proud to be an Equal Opportunity Employer with a global culture that embraces diversity. We are committed to providing an environment free of unfair discrimination and harassment. We do not discriminate based on age, race, colour, gender, sexual orientation, religion, nationality, disability, pregnancy, marital status, veteran status, or any other protected category. Join our growing global team and accelerate your career with us. Apply today.