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| Job ID: 2681

Location: Staten Island, New York Date Posted: November 21, 2022 Category: Other Area(s)

Knowledge Skills Abilities:

Must be able to take initiative and responsibility for finding, correcting, and eliminating errors in entire sales process, positive mind set to support AEs, excellent customer interface, Ability to listen to customer’s request, high proficiency in developing, maintaining, and working with Word and Excel, ability to work independently with little supervision, superior organizational abilities and the highest attention to detail. Must be able to effectively create and proofread documents on their own initiative, ability to prioritize and follow through with multiple tasks under tight deadlines, excellent verbal and written communications skills


Previous administrative experience in a deadline-oriented atmosphere

Job Summary :

This position is responsible for administrative functions related to the sales processes. Ensures that each new, renewed and amended license are billed correctly. Responsible for generating all customer related invoices in NAV, this includes Revenue and Payable side. Responsible for tracking and paying Referral Partners. Responsible to ensure Sales Force opportunities and billing log entries are correct. Responsible for responding to daily inquiries from customers, AE’s and other departments within Telehouse. Also this position is expected to assist Sales Manager in leading entire sales support resource for process improvement, planning etc.  Double verifying Teams Invoice requisitions for accuracy. 

Essential Functions-90% Responsibility :

Creation of monthly recurring and non-recurring invoices for clients, including adjustment invoices to reflect changes to client’s billed services. Must be able to generate invoices from the information contained in the licenses or provide by the Account Representatives or Sales Engineering

Responsible to send Welcome Package, send Access List documentation, obtain W-9 Form and Certificate of Insurance at the time of customer’s activation, prepayment and security deposit invoices must be prepared by Sales Support

Billing for power circuit and excess power fee, including emailing all power readings monthly to paperless office customers

Invoicing customers based on signed Sales Engineering Service Orders,, close tickets once completed and invoice through CSV files if one time only fee and through regular Invoice Req if there are monthly fees 

Manage and invoice IPT burstable fees monthly

Pay, process and manage documentation for Purchase Orders and Payment Orders for invoices that need to be paid to vendors for Sales Engineering Client Project work

Pay, process and manage the submission for payment of Vendor Invoices for resellable services, while maintaining proper back up documentation, country currency and procurement

Manage referral fee payments

Manage ramp up schedule, billing and database for IIX services quarterly, must be familiar with reading graphs for IIX MTRG system and share with customers on demand

Work with shipping/delivery coordinator to invoice customers for storage room fees monthly

Accrual Preparation monthly

Manage calendar invites/reminders for upcoming fee increases, changes in customer’s terms or ramp up schedule etc.

Handle all termination documentation which includes a checklist, email confirmation and invoice adjustment accordingly, all information must be recorded in various different systems and programs

Maintenance of Salesforce.com and select TIMS information including generation of initial client record, input of initial and subsequent changes to clients services

Response to daily inquiries from customers and AEs

Coordination with other department to improve sales support functions

Assistance for AEs and Sales Management case by case basis (specific task etc.)

Creation and maintenance of databases in various applications (e.g., Excel, SP, etc.). Must be able to develop and design various reports and sub-reports and cross reference databases with one another

10% Responsibility 

Assist Finance with back up documentation for yearly audit 

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