Software Operations Assistant

Role****Purpose

The Internal Operations Administrator is responsible for supporting internal operational processes, cloud licensing administration, procurement activities, vendor coordination, and data management across the business. The role ensures the accurate execution of administrative and operational functions, while maintaining compliance with company procedures, governance requirements, and service delivery standards.

Initially, the incumbent will receive guidance and training from the current Internal Operations Administrator until they are able to independently assume full responsibility for the position.

While prior product knowledge is not required, the successful candidate will develop a high-level understanding of the company's products, services, licensing models, and sales processes to effectively support internal stakeholders and vendor interactions.

Key Responsibilities

Stakeholder Management & Communication

• Build and maintain effective working relationships with internal stakeholders, including Sales, Procurement, Finance, Administration, Senior Management, Vendors, and Group Companies.
• Establish and maintain relationships with key vendor, distributor, and service provider contacts.
• Develop an understanding of operational processes across business divisions to support efficient coordination and execution.
• Manage day-to-day electronic communications, including email, Microsoft Teams, and vendor correspondence.
• Participate in meetings, training sessions, and operational discussions as required.
• Provide professional support to internal and external stakeholders and, where necessary, customers.

CSP / NCE Licensing Administration

• Maintain accurate customer agreement records and licensing documentation.
• Monitor, review, and distribute Azure alerts while ensuring status updates are accurately recorded.
• Ensure all required compliance and operational checks are completed before processing transactions on customer tenants.
• Create and maintain customer records within Microsoft Partner Centre and related systems.
• Procure and manage CSP and NCE licensing requirements.
• Track annual licensing renewals and proactively engage relevant stakeholders regarding upcoming renewals.
• Assist Account Managers with Partner Centre support requests and licensing-related queries.
• Log support tickets with Microsoft and internal support teams where required.
• Process manual order requests and supporting documentation.
• Create Azure plans and assign appropriate access roles in accordance with company standards.

Procurement & Order Management

• Utilise business systems including AccPac, CRM platforms, vendor portals, and other operational tools.
• Create and process customer orders accurately and timeously.
• Generate and issue purchase orders to vendors and suppliers.
• Receive and process supplier invoices.
• Generate customer invoices and supporting documentation.
• Liaise with Finance regarding foreign currency requirements where applicable.
• Investigate and resolve stock discrepancies and variances.
• Process returns, credits, and credit notes in accordance with company procedures.

Data Administration & Process Management

• Maintain accurate records, filing systems, and electronic archives.
• Capture, update, edit, and validate operational data across business systems.
• Ensure a high level of accuracy and attention to detail in all administrative activities.
• Identify operational inefficiencies and recommend process improvements.
• Escalate risks, issues, and operational concerns to management in a timely manner.
• Support continuous improvement initiatives within operational processes and systems.

Compliance & Governance

• Ensure adherence to company policies, procedures, and operational controls.
• Maintain compliance with corporate governance, risk management, and audit requirements.
• Identify, report, and escalate non-compliance, policy breaches, or business risks.
• Follow established approval, procurement, and operational workflows.
• Support the maintenance of accurate records for audit and compliance purposes.

Training & Development

• Maintain mandatory company and vendor training requirements.
• Complete required compliance training, including anti-corruption and ethics programmes.
• Participate in product, licensing, system, and vendor training where required.
• Continuously develop knowledge of the company's products, services, partners, and operational processes.
• Proactively seek development opportunities that enhance performance and effectiveness in the role.