Sales Administration

Timeline:  40 hours a week, 8:30-5:00. The start date will be ASAP and the assignment will go until the end of the fiscal year, at which time it will be evaluated based off of budget and will likely be extended based on performance.

Purpose

The purpose of this role is to provide post sales administration support for the Public Sector sales account territory units (ATU), with a primary focus on the Federal ATU.

The main administrative functions are as follows:

• Revenue Tracking
• Daily order processing 
• Quarterly sales out reports to Public Works (PWGSC)
• Conduct quarterly PWGSC Audits
• Maintain and update as required appropriate price files
• Support the Microsoft Consulting business  sales administration in the Federal ATU
• Master agreement management
• Address purchase order challenges
• Assist in the processing of Public Sector business
• General administration e.g. contract pulls from storage
• Assist in special reporting e.g. Software Asset Management reports

Revenue Tracking

• Support the Federal Account Territory Unit (ATU) with respect to sales forecasts.
• Provide input to sales execution framework meetings
• Identify variations in MS Sales and Federal outstanding purchases
• Maintain tracking of daily orders received.  (High volume from January – June)
• Tracking of all revenue opportunities through the contract/call-up process
• Have a thorough understanding of what is outstanding & what is booked

Daily order processing 

• Ensure accuracy & completeness of orders through the Large Account Resellers (LARs) and Public Works (PWGSC) for expedient and accurate revenue recognition
• Deal with issues from LARs and/or PWGSC regarding call-up process, contract specific issues, interacting with account executives, etc.
• Manage overflow calls from end users and/or resellers/procurement
• Provide procurement direction

Quarterly Sales Out Reports to PWGSC – see report above

• Ensuring that all DISO LARs have submitted their monthly reports
• Consolidate all LAR reports every quarter /monthly

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• Reconcile and ensure that all line items are accurate
• Format according to DISO Terms & Conditions
• Send to reports PWGSC (on a quarterly soon to be monthly basis)

Quarterly PWGSC Audits

• Randomly select 20 call-ups from the various LARs
• Request from LARs to provide a copy of the call-up, the invoice & appropriate screen shot of Appendix E (SARC website)
• Reconcile all documents
• Report back to PWGSC on findings

Price file

• Canada Direct to Reseller price file is to be updated monthly by WWLP
•  Review overrides,  price changes,  additions/deletions
• Analyze and review line item details
• Escalate for approval or rejection  all changes
• Prepare Customer version of price file Appendix B
• Prepare Software substitution letter
• Forward to MSLI for POA signature
• Send to PWGSC for acceptance
• Notify LAR of changes to pricelist and effective date
• Deal with potential issues that may arise from the current price file, when not updated.
• Update the promotions page and ensure it is kept accurate

Premier Support

• Manage annual price file changes, adds changes and deletes
• Prepare Customer version of  price file Appendix B – per above process
• Administer all orders to Services sales
• Field customer calls pertaining to requirements
• Provide advice on order process to the Account team
• Ensure corporate compliance to the terms and conditions of the DISO
• Consolidate orders for quarterly reporting (PWGSC moving to a monthly reporting process)
• Reconcile and ensure that all line items are accurate
• Format according to DISO Terms & Conditions

Microsoft Consulting Services

• Manage annual price file changes, adds changes and deletes
• Prepare Customer version of  price file Appendix B – per above process
• Administer all orders
• Field customer calls pertaining to requirements
• Provide advice on order process to the Account team
• Assist in credit and collection issues as elevated
• Ensure corporate compliance to the terms and conditions of the DISO
  • Consolidate orders for quarterly reporting (PWGSC moving to a monthly reporting process)
  • Reconcile and ensure that all line items are accurate
  • Format according to DISO Terms & Conditions

Master agreement management

• Master is direct with MS, and therefore all changes, and annual renewal is managed.
• Notice to MSLI in December to place all enrolments on hold for Jan – March.
• Agreement, and 100 enrolment  reset to Dec to Jan
• Notice to LARs for successful processing against the correct year.
• Daily/weekly check in for pending orders

Purchase order challenges

• Deal with problems that will arise (especially in the 3rd quarter)
• Federal, may include retro SA for clients who lost budget or where LAR did not quote renewals
• Includes special pricing
• Order management to MSLI, for correct coverage, and rev rec.

Processing DISO COCP, New Agreements, New Enrollments, etc.

• Agreements /Enrollments
• Confirm procurement qualification per the terms of the standing offer – schedules of the FAA
• Review paperwork and/or ensure LAR has correctly filled out documents
• Log CLT to Microsoft Licensing, GP to have documents processed in a timely fashion.
• Follow up with Microsoft Licensing on any outstanding documents
• Notify PWGSC of new affiliate enrollment via update to the complimentary list of resellers by department
• COCP Process
• Based on discussions with end user, LAR, PWGSC, account executive, and PAM team
• Establish requirements from the customer
• Work with Lars on opportunity to present
• Setup presentations
• Assign new LAR via CLT - COCP Process
• Manage transition of all customer relevant date
• Ensure software asset list is transitioned to new LAR
• Advise PWGSC of affiliate change via update to the complimentary list of resellers by department
• Ensure smooth transition

General Administrative

• Contract pulls from storage - Ongoing

• Revenue opportunities require back tracking of documents which are stored in a managed system that is kept updated for easy access to required files
• Document and WWF Media Filing
• Done weekly transaction volume example in quarterly report attached

General Reporting

• Provide reporting as required

Must Have Skills (Stack Ranked):

• Strong understanding of business administration
• Intermediate to advanced Excel skills
• Experience with licensing

Nice to Have Skills:

• Bi-lingual (French/English)
• Experience with a large software company

Professional and Educational Background:

• College diploma at a minimum, ideally a university degree in business or business administration
• 2+ years experience in an administrative capacity

Soft Skills:

• Even tempered
• Ability to take feedback
• Ability to operate in a complex, fast paced environment with conflicting demands and short timeframes