Business Support Specialist – Cloud & Utility

Role Summary:

The Business Support Specialist is responsible for providing contract management, administrative, operational, and reporting support to the Cloud & Utility team. The role ensures accurate management of customer usage and billing details, preparation of contracts, reports and quotations, validation of invoices, and consolidation of forecasts.

The position also involves assisting with asset management, handling licensing requirements, supporting renewal processes, and contributing to customer satisfaction by providing efficient back-end support. This role requires strong organizational, analytical, and multitasking abilities, with a focus on accuracy, timeliness, and attention to detail.

Main Job Tasks and Responsibilities:

Contract Management

• Support the contract administration process, including document preparation, filing, tracking, and coordination with internal stakeholders.

• Maintain accurate and organized contract records, ensuring all documents are properly stored and updated.

• Assist in monitoring contract milestones, renewal dates, and key deliverables, and escalate upcoming actions to the relevant stakeholders.

• Coordinate with customers, vendors, and internal teams on contract-related documentation and administrative matters.

• Prepare contract status updates and reports and perform other contract administration tasks as assigned by the reporting manager.

Administrative and Operational Support

• Provide general administrative support to the Cloud & Utility team.

• Maintain well-organized files and accurate records of business activities.

• Perform other administrative duties as assigned by the reporting manager.

Billing, Invoicing, and Reporting

• Maintain accurate customer usage and billing records.

• Track and administer renewals for SSL certifications, hardware, software, and monitoring tools.

• Prepare usage reports for cloud and utility services.

• Prepare invoicing requests and validate invoices from aggregators against submitted usage reports.

• Consolidate billing forecast reports from team members.

• Prepare and submit license usage reports to principals/aggregators.

Quotation and Ordering Support

• Prepare quotations as guided by reporting manager.

• Prepare and process asset or service ordering requests.

• Track and update the Cloud & Utility asset list.

Education and Experience:

Qualifications: Higher Diploma or Degree in IT or related field.

Relevant Industry Experience: Minimum 2 years’ experience in IT administrative or operational support.

Technical & Business Expertise:

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Ability to handle multiple tasks and priorities simultaneously.
• Knowledge of billing, invoicing, and reporting processes in IT/cloud services (preferred).

Preferred Certifications: Professional certifications in business administration, IT service management, or related fields are advantageous.

Skills:

• Strong organizational and multitasking abilities.
• Analytical mindset with attention to detail and accuracy.
• Fluent in written and spoken English o Proactive approach with a sense of urgency in completing tasks.
• Ability to work independently and as part of a team.