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Managed Print Service Administrator

7 months ago

Cape Town, South Africa Kanban Solutions Ltd. Full time

Kanban is a sales agent for HP, Epson, and Lexmark Printers and Photocopiers. We don't hold any stock. We literally act as go-betweens between customer and supplier. This job really is about communication and following processes. It requires someone who is IT savvy and able to communicate effectively and pro-actively. There will be a person training you on every step that needs doing. We have already documented most of this. Below is the information on what day to day tasks will involve.

Pre-Sales:

- Recommend suitable HP/Epson Printer as per customers requirement (Datasheets, HP sales Central, Google, HP configurator, etc) - this is done by contacting the suppliers who share this info with us that we need to put into a proposal and send to customer.
- Cost analysis for customer’s current spending, New spending, savings, Kanban GP, etc. - Done by customer generally giving us their spend and us comparing it with what our supplier shares with us as the new cost of the solution.
- Inform End user/Sales about expiring contract, request data from HP, analyse it and provide renewal options.
- Attend calls with Customer/sales partners and provide feedback on big opportunities.

Procurement:

- Data collection for Hardware procurement and delivery (Shipping Address, Delivery Contact details, Deployment Form, etc) - delivery is done directly by vendor, we don't hold any stock.
- Send PO to distributor with relevant details (Model/Part Number/Qty/Special Bid Number/Shipping Details/ Special Instructions)
- Request PO from customer/Sales Partner if applicable.
- Once order is shipped, provide tracking details to customer.
- Save Serials and Invoice Copy into One Drive Folder.

Contract Activation:

- Data collection from Customer for contract generation (Company Name, VAT, Printer Locations Addresses, Delivery & IT contact details)
- Share data with vendor who will generate the contract.
- Generate the back to back contract with End user/Sales Partner. Already in place so really is a cutting and pasting task from the vendor contract and marking the numbers up to include our profit margin.
- Chase End user/sales partner when required.
- Check serials on HP warranty portal in case of WITO Deal.
- Approve the HP to Kanban Contract (e-signature via Adobe)
- Save all of the above document in One Drive Folder.
- Inform the customer/Sales Partner once contract is activated.
- Update the deal tracker with relevant Data (Contract Code, Name, Term, Billing Model, One Drive Link, Expiry Date, etc)

Leasing:

- Data Collection from Customer about Lease generation (Company Name, Reg Number, Director contact details, etc)
- Generate lease document on HPE Portal.
- Chase customer, answer any query from customer related to leasing process.
- Forward signed lease to HPFS and request VAL (Vendor Authorisation Letter)
- Instruct the distributor to ship the kit.
- Request the customer to sign Certificate of Authentication once kit is delivered.
- Gather relevant data for lease billing (Serials, part number, Model, VAL, Signed Lease, etc)
- Request the accounts to bill the leasing company.
- Generate Lease breakdown (HW Cost, MPS cost, Partner GP, Commission, etc)
- Save all of the above document in One Drive Folder.
- Help the customer in returning the kit to HPFS on lease expiry.

Finance:

- Set up new customer on Xero.
- Set up repeat sales invoice template on Xero for all managed customer for the duration of the contract term. Each template is customised to various billing model.
- Set up repeat purchase invoice template on Xero for HP invoices for each customer.
- Export DCC reports for Cost per page billing. Request Supplies History Report and IBR from HP for Base + Supplies Billing.
- Generate Sales invoices per month, update the deal tracker and save PDF copy on One Drive.
- Process HP invoices to Xero. Dispute with HP if there is any query. Save the PDF copy on one drive folder.
- Process all Hardware invoices onto Xero, generate corresponding sales invoice and save the copy in One Drive.
- Generate Lease and lease commission invoice as per VAL checklist.
- Generate sales invoices for retail cartridge sales.
- Generate sales invoice for HP pMPS and self-billing commission upon receipt of bonus letter.
- Process and reconcile all payments to HP, HW distributor, Sales partner, subscriptions, expenses, etc.
- Chase debt, credit controlling.
- All other queries related to Accounts.

Service Delivery:

- Process manual supplies order for customer. Provide shipping update when required.
- Log a service call for customer when required. Chase HP, escalate it when required, keep the customer posted on progress.
- Answer all queries from HP (Mainly service delivery Manager) about NRD, Outstanding invoices, Alternative contact, Supplies delivery, ATR, etc.
- Process early termination, Change orders, Address updates, extension, DCC IP updates, serial swaps, etc.
- Reply to any other queries from Customer regarding service delivery durin