Administrative Operations Coordinator

Role Summary

The Administrative Operations Coordinator provides administrative and operational support to various teams across the organization. The role is responsible for coordinating administrative activities related to customer accounts, software licenses, maintenance agreements, hardware orders, invoicing preparation, renewals, operational follow-ups, and internal administrative processes.

The ideal candidate is organized, detail-oriented, autonomous, and able to manage multiple priorities in a fast-paced environment.

Responsibilities

• Customer and Contract Administration
• Set up and maintain maintenance agreements within internal systems
• Prepare, send, and follow up on maintenance agreements and related customer documentation
• Ensure receipt of signed customer documents and agreements
• Create and update customer accounts and information within internal systems
• Communicate required customer account or contract changes to the Finance department and other internal teams
• Assist with customer renewal follow-ups and administrative requests
• Operational Support

Support the administrative processing and follow-up of customer orders, software license activations, maintenance agreements, hardware requests, and related operational activities

• Coordinate and follow up on RMAs completion
• Assist with customer account administration, service requests, account changes, and operational follow-ups
• Assist in coordinating installation and service schedules with internal teams
• Prepare and maintain operational and customer-related administrative files
• Perform customer and internal follow-ups as required
• Billing and Finance Support
• Review and prepare service tickets for invoicing prior to submission to Finance
• Prepare commission-related reports and supporting documentation for Finance Assist with weekly overtime and on-call tracking processes
• Support monthly operational and finance administrative requirements

Assist with lease application administration, including communication with leasing companies and customers, document preparation, follow-ups, and submission of required documentation

• Prepare backup files and administrative reports related to customer services, cloud credits, and other operational activities
• Reporting and Administrative Coordination
• Assist in gathering, organizing, and preparing reports and operational information from various internal systems and data sources
• Support the preparation and maintenance of operational tracking files and internal administrative reports
• Assist management and internal teams with administrative reporting and operational follow-ups

Identify opportunities to improve, streamline, and automate administrative and operational processes, including the use of AI and other productivity tools.

• General Administrative Support
• Coordinate appointments and administrative activities
• Order office supplies and maintain office administrative organization
• Maintain organized administrative records and documentation
• Provide general administrative support to various departments as required
• Perform all other related administrative and operational duties as assigned

Requirements

• Diploma in Administration
• Office Management, or equivalent experience
• Previous experience in an administrative or operational support role
• Strong organizational and time management skills
• Attention to detail and ability to manage multiple priorities
• Proficiency with Microsoft Office applications
• Strong written and verbal communication skills in
• English mandatory and French (nice to have)
• Ability to work independently and collaboratively in a team environment
• Assets
• Experience in a software, technology, retail, or service-based environment
• Experience using ERP, CRM, or internal business systems
• Familiarity with invoicing, contract administration, customer account administration, software licensing, or service renewals
• Experience supporting operational reporting or administrative tracking activities

About the Company

What we can offer

Remote work and more!

About Systems & Software

Systems & Software, a subsidiary of Harris Computer and part of Constellation Software, has been serving utilities and municipalities since 1973. Headquartered in Vermont, the company provides the enQuesta CIS platform to manage billing and utility operations for electric, water, gas, wastewater, solid waste, and property taxes. Our solutions enable utilities to manage complex rate structures, streamline operations, and enhance customer service, all without the need for custom code or disconnected systems. With cloud-based deployment, SOC 2 Type II certification, and interoperability with meter data systems, GIS, and financial tools, Systems & Software delivers stability, security, and flexibility that utilities can trust. Our commitment to ongoing investment ensures continuous innovation and a strong partnership with our customers across North America.

About Harris