Technical Admin: Client Portal & Invoicing

Selecta; Hemel Hempstead; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

25 days annual leave

Life assurance 2x salary

Sick leave - 5 weeks paid

Extended leave policy

Free parking at Head Office

Unlimited coffee and tea

Career progression paths

Leadership support

Employee recognition scheme

Mental health support

Job summary

Selecta in Hemel Hempstead is seeking a Technical Admin to manage the end-to-end administrative workload arising from servicing our clients. The role combines logistical planning, portal management and invoicing across Televend and client systems.

You will work with operations to meet deadlines, ensure 100% compliance, maintain pricing accuracy, and support weekend scheduling in a fast-paced, technology‑led environment.

Qualifications

• Proven experience in client portal management and invoicing.
• Administrative proficiency and ability to handle schedules.
• Experience in vending, FMCG, or similar industries is advantageous.
• Excellent communication skills and proactive problem solving.

Responsibilities

• Open, log, and close tickets on Televend per portal requests.
• Monitor client portals for timely job logging.
• Track ticket progress and close jobs promptly.
• Update portals with Televend information for clear updates.
• Collaborate with operations to meet service deadlines.
• Invoicing of chargeable works completed in the field per processes.
• Check credit notes and sign off per processes.
• Ensure system pricing aligns with client price files.
• Process client chargeable filter requests.
• Upload PPM documents and ensure 100% compliance.
• Manage chargeable client jobs via PO process and required authorisations.
• Liaise daily with TJAs and P&O to record and close works.
• Weekend work may be required per schedule.

Skills

Client portal mgmt

Invoicing

Administration

Schedule coordination

Communication

Tools

Televend

Job description

We are hiring candidates to join our Technical Admin Team and play a crucial role in managing the end-to-end administrative workload that comes via servicing our clients. The position requires a combination of logistical expertise, administrative skills, and knowledge of planning tool management.

As a 24/7 food & drinks distribution and technology led powerhouse, Selecta provides millions of moments of joy to its end consumers throughout Europe. Our solutions include digital Vending Machines, Coffee Machines, Smart Fridges, Snack Markets and more. As such, we are uniquely positioned to address the needs of our clients and their consumers in the new hybrid work environment

Opening, logging tickets and closing on Televend as per portal requests

· Constant monitoring of all client portals to ensure accurate and timely logging of jobs onto Televend.

· Monitoring progress of tickets through Televend and close jobs in a timely fashion.

Managing tickets across the client portals

· Update client portals with information from Televend to ensure clear updates are always available to our clients.

· Collaborate with operations teams to meet service deadlines.

Managing invoicing of chargeable works

· Ensure all chargeable works (portal and otherwise) completed in the field are invoiced to the client in accordance to Selecta financial processes.

· Check all credit notes and sign off in line with company processes.

· Ensure system pricing is accurate and align with various client price files.

· Effectively manage and process client chargeable filter requests.

Legal compliance certification of the works completed

· Upload all PPM compliance documents onto client portals when completed and manage process to ensure 100% compliance is achieved.

Managing PO requests through client portals as required

· When required to do so, manage chargeable client jobs by following their PO process to ensure the correct authorisations are given to allow works to be actioned.

· Liaise daily with TJAs working with P&O to ensure all completed works are recorded and closed on Televend.

This role will involve some weekend working based on a published schedule.

What You Bring to The Role

· Proven experience in client portal management, invoicing and effective administration.

· Experience in the vending, FMCG (Fast Moving Consumer Goods), or similar industries is advantageous.

· Ability to coordinate and manage schedules.

· Excellent communication skills including to ability to draft documents show proactiveness in resolving problems

What’s in it for you?

• 25 days of annual leave plus bank holidays
• Life assurance equivalent to 2x your yearly salary
• Five weeks of occupational paid sick leave for added security
• Extended leave policy for greater flexibility
• Free parking at our Head Office and other depot locations
• Unlimited coffee and tea at our offices to keep you refreshed
• Clear career progression paths with development opportunities
• Strong leadership support to help you thrive
• Employee recognition scheme to celebrate your contributions
• Mental health and wellbeing support, including access to mental health first aiders

At Selecta, we are committed to equal opportunities, diversity and inclusion, embracing our differences to achieve our common goal. We are united in our principle of making people feel great and we are grounded by our purpose to create more moments of joy for everyone through our ways of working.