Sales Operations & Billing Coordinator

Job Description

This role is based in the Boston office.

This position reports to the Senior Sales Operations Specialist and will be responsible for supporting the events sales team, with a focus on excellent communication, meticulous attention to detail, and practical skills. Responsibilities include sales order entry, database and inventory tracking, generating invoices and general reporting for the GLG (Global Licensing Group). This role will also support TAS (The Aesthetics show) as the billing coordinator/specialist.

Role Accountability And Duties

• Contract quality assurance and processing in Salesforce.
• Verify signed contract information in Salesforce is filtered into Oracle to ensure customer credits and payments are accounted for
• Performs data entry of exhibitor contracts to produce an invoice
• Troubleshoot disputes, inaccuracies and changes of invoices sent to customers.
• Monitors ongoing verification of exhibitor status and ensure proper discounts are approved/applied.
• Maintain special invoicing requirements by client.
• Maintain strict audit controls.
• Assign leads in Salesforce based on geographical and categorical territories, to include periodic bulk uploads throughout the sales cycle
• Process change requests in Salesforce, product trackers, and floor plan
• Provide support as needed during the prebook / rebook process
• Manage and track product holds in shared documents; send weekly notices to the Sales team with list of holds expiring
• Assist with ongoing maintenance support for floor plan, to include auditing holds, placing and removing holds for management, and adding contracted customers
• Travel to event to support on-site rebooking, as needed

Qualifications

What you bring to the team:

• Excellent account reconciliation skills
• Good communication skills with the ability to build strong relationships with key contacts
• Maintain attention to detail and remain approachable while working under pressure
• Act with integrity, tact, and diplomacy
• Ability to complete a variety of related tasks and proactively solve problems
• Excellent Customer Service skills
• Organized and able to meet deadlines
• Ability to be flexible within the role
• Confident and highly motivated
• Proficiency with MS Office Suite

Other Preferred Attributes

• Experience managing projects and deadlines
• Experience using project management software
• Experience with Microsoft Access a plus
• Experience with Salesforce, Oracle and Cadmium
• Experience with contract review & maintenance

Additional Information

We believe that great things happen when people connect face-to-face. That’s why we work in-person with each other, or with customers and partners, three days a week or more. When you’re not spending time together in one of our offices or other workplaces – like at an Informa event – you get the flexibility and support to work from home or remotely.

Our Benefits Include

• Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active colleague groups and networks promoting a positive, supportive, and collaborative work environment
• Broader impact: take up to four days per year to volunteer, with charity match funding available too
• Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When it’s time for the next step, we encourage and support internal job moves
• Time out: 15 days PTO rising to 20 after three years and 25 after six years, plus 10 national holidays, a birthday leave day and the chance to work from (almost!) anywhere for up to four weeks a year
• Competitive benefits, including a 401k match, health, vision and dental insurance, parental leave and an ESPP offering company shares at a minimum 15% discount
• Strong wellbeing support through EAP assistance, mental health first aiders, free access to a wellness app and more
• Recognition for great work, with global awards and kudos programs
• As an international company, the chance to collaborate with teams around the world