Operations Leader - Contract Admin

Job Description Summary

GE Vernova have a fantastic opportunity for a Operations Leader - Contract Admin to work in our Grid Solutions business from our Stafford office (hybrid).

Looking after a team of approximately 10 you will be responsible for the processing, delivery and invoicing for loose product orders for the UK and Nordics Cluster.
The successful candidate will provide after sales support for the UK and Nordics working with the manufacturing unit After Sales teams to ensure quickest action and return to customer. You will also work with Finance to maximise sales and reduce WIP, assisting the cash collection team for timely payment of invoices from customers and look after the Project procurement for the Cluster and Logistics, ensuring shipments are made and customs clearances are actioned.

Job Description

Roles and responsibilities:-

Loose Product orders

• Analyse & improve Order administration processes - from order booking to cash collection
• Manage the Contracts Administration team to carry out efficient Contracts administration from direct customer orders ensuring all orders are scheduled for dispatch in line with customer requirements and acknowledged to the customer within 72 hours
• Ensure commercial conditions are as agreed to standard company requirements or are approved variations. Orders are correctly reviewed, accepted and approved in line with company procedures/ sales Agreements/ offers conditions
• Ensure business directives for the supply of goods to customers are followed including incoterms and payment terms.
• Monitor delivery schedules with manufacturing units, external suppliers and shipping. Ensure contract is managed to completion and the goods are delivered to the required delivery address.
• Monitor and measure margins on weekly basis and instruct team on corrective actions if necessary.
• Propose and implement improvement actions to optimise the processing of Product orders
• Provide expertise to problem solve and offer alternative solutions for the customer.
• Ensure Order administration processes are in line with GS (Grid Solutions) Legal recommendation & finance instructions
• Ensure the order entry activities are performed as per GS / GA (Grid Automation) requirements.
• Monitor order entry quality and take corrective action where needed.
• Provide Product Sales Plan to Operation Leader
• Support Region Operation Leader to monitor Sales / CM / Cash (Billing, PD, KPI) including forecast
• Promote, identify, sustain and follow up improvement actions in the order administration and internal procurement domain
• Support Automatization of the Order booking Process, including OLS (Online Store)
• Ensure fluidity of the overall process including high level of cooperation between Selling unit & GA Manufacturing Units
• Deliver Product operational results for Sales, Margin & Cash. Ensure Customer satisfaction
• Impulse generation of improvement actions that improve OTR execution performance, monitor these actions and their sustainable implementation at operational level, ensure sharing of Best Practices
• Train new order entry staff to perform activities as detailed

• Support the team with the control of logistical aspects (documents for export, relationship with forwarders, carriers, customs) for loose products shipments to customers, and project shipments to third party builders.
• Monitor customs clearances to ensure timely completion & deliveries.

• Ensure orders are invoiced to customers in a timely manner with correct information and by relevant channels
• Approve credits as requested through the formal process.
• Work closely with the Accounts Receivable team and customers for cash collection and to reduce past due invoices.

• Support the team with the After Sales process using Salesforce to ensure quickest recording and turnaround of goods back to customer for chargeable and warranty repairs and modifications.
• Expedite with the manufacturing units After Sales teams as necessary.

• Support team for the efficient processing of project material requisitions through to order placement with internal and external suppliers and expedite with suppliers as requested.
• Support with investigating Accounting Queries, liaise with Finance with RFI`s and resolve invoice discrepancies to enable supplier payment.
• Help with the investigation of process issues arising from any supply chain problems - shortages or excess inventory.

• Provide Loose Product Sales forecast for pacing on monthly and ad hoc basis. Monitor sales figures and manage results to match forecast.
• Report the WEEE figures for Cluster on quarterly basis
• Report the cluster waste figures on half yearly basis
• Adhere to the business EHS (Environment, Health and Safety) directives and manage team to ensure compliance

• Communicate to team and support changes to business processes and procedures.
• Provide feedback to team on performance measures.
• Respond directly to customers to resolve any queries or issues.
• Advise Sales team of any relevant contractual matters as appropriate.
• Liaise with Finance/ accounting dept to ensure correct payment.

• Customers, ensuring customer satisfaction
• Manufacturing units and other Suppliers, Tendering and Commercial teams
• Finance and Accounting department
• SAP team for UAT testing as required

• Bachelor's / equivalent degree in a relevant subject or equivalent.
• Relevant experience in ERP system, strong SAP knowledge.
• Experience with Oscar, Salesforce and Smartsheet.
• Proficiency in MS Office.

• Proven people leadership skills and ability to motivate & a strong team player.
• Strong business acumen & execution driven.
• Ability to lead a team to achieve challenging results.
• Expertise required in order management, Logistics, contractual analysis, customer relationships, team management and development
• Expertise and past experience on SAP