Contracting & Billing Systems Administrator

Zohorecruit; Stellenbosch; On-site; ZAR 450,000 - 650,000; Full time

Job summary

Zohorecruit presents an opportunity for a hands-on Contracting & Billing Systems Administrator to maintain data and processes across contracting, subscription and billing environments. The role focuses on operational maintenance, data integrity and controlled configuration changes within existing systems and integrations.

You will work with cross-functional teams to ensure accurate data flows from quote to invoice, maintain product plans and pricing structures, and support monthly

Qualifications

• Hands-on role maintaining contracting and subscription data across systems.
• Ensuring data accuracy, completeness and data standards across the end-to-end process.
• Experience with subscription lifecycle events and data integrity in billing environments.

Responsibilities

• Maintain system configuration, workflows and reference data for contracting/subscription tools.
• Ensure data accuracy across contracts, subscriptions, pricing and billing.
• Manage integrations and data flows between CRM, ERP and billing platforms.
• Administer subscription lifecycle events including renewals and cancellations.
• Provide first/second-line support on quoting, contracting, subscription management and billing.

Skills

Data integrity

System administration

SQL

Troubleshooting

Process automation

Tools

Chargebee

HubSpot

Clientshape

CRM

APIs

SQL

Job description

Our client is an established international software business providing integrated business management and SaaS solutions to organisations across multiple industries and markets.

The business operates internationally, supporting customers across Europe, Africa and North America. Its technology platforms help customers manage critical commercial, operational and financial processes more effectively.

As part of the continued development of its customer and commercial platforms, the business is looking for a hands-on Contracting & Billing Systems Administrator to maintain the systems, data and processes underpinning its contracting, subscription and billing environment.

The Role

The Contracting & Billing Systems Administrator is responsible for the day-to-day maintenance, configuration and data integrity of the organisation's end-to-end contracting and subscription management process.

Working across systems the role ensures that contract, subscription, renewal and billing data flows accurately and reliably from quote through to invoice.

This is a hands-on systems, data and operational administration role focused on maintaining the accuracy and integrity of existing systems and processes.

The position is predominantly operational and maintenance-focused rather than a systems architecture or transformation role. You will keep the existing environment running reliably while implementing controlled adjustments and configuration changes as commercial requirements evolve.

Requirements

• Maintain system configuration, workflows and reference data across the contracting and subscription management toolset in line with established processes.
  
• Ensure company, contact and deal data is accurate and complete, including resolving duplicates and correcting inconsistent or incomplete information.
  
• Drive consistent and accurate system usage by ensuring required fields and data standards are maintained.
  
• Own the accuracy, completeness and integrity of contract, subscription, pricing and billing data across the end-to-end process.
  
• Manage integrations and data flows .
  
• Work with third-party suppliers and software vendors to maintain consistency between connected platforms.
  
• Administer subscription lifecycle events including new contracts, upgrades, downgrades, renewals and cancellations.
  
• Ensure workflow automations correctly reflect each stage of the customer and subscription lifecycle.
  
• Maintain products, plans, pricing structures and billing rules in accordance with commercial and finance requirements.
  
• Investigate and resolve system, billing and data issues through structured root-cause analysis.
  
• Apply fixes where appropriate and escalating more complex technical issues when necessary.
  
• Conduct regular data quality checks, reconciliations and system housekeeping.
  
• Identify and resolve data issues that could affect quoting, contracting, renewals, invoicing or revenue reporting.
  
• Support Finance with billing runs, month-end activities and reporting by ensuring subscription and billing information is complete and reconciled.
  
• Maintain user accounts, system access, roles and permissions in accordance with organisational security and control requirements.
  
• Maintain accurate documentation covering system configuration, data structures, integrations and standard operating procedures.
  
• Provide first- and second-line support to users on quoting, contracting, subscription management and billing queries.
  
• Implement approved system and configuration changes through a controlled change-management process.
  
• Collaborate with Customer Experience, Finance, Commercial and other teams to ensure system behaviour supports operational processes and reporting requirements.
  
• Monitor system performance, data volumes and integration health, proactively identifying risks before they affect billing or reporting.
  
• Support audits and compliance activities through accurate records, documentation and audit trails.
  
• Support the onboarding of new system users and maintain relevant training and reference materials.
  

Success in this role will include:

• A stable, accurately configured and well-integrated contracting and subscription management environment.
  
• Reliable operation of systems including Clientshape, HubSpot and Chargebee .
  
• Accurate and reconciled quotation, contract, subscription, pricing and billing data across connected systems.
  
• Reliable administration of subscription lifecycle events, invoicing and renewals.
  
• Timely resolution of billing, data and system issues, including identification and correction of underlying causes.
  
• Accurate and current configuration documentation, system mappings and standard operating procedures.
  
• Controlled and properly tested system changes.
  
• Ongoing improvements to data quality, system reliability and automation.
  

We are looking for someone with:

• At least 2 years' experience working with commercial, contracting, subscription management, billing or related operational systems.
  
• A working understanding of data structures, data flows and relational data .
  
• The ability to trace, reconcile and troubleshoot information across connected platforms.
  
• Hands-on experience administering or configuring subscription management, CRM or billing systems.
  
• Experience with Chargebee, HubSpot, Clientshape or comparable CRM, subscription or billing platforms would be advantageous.
  
• A practical understanding of SaaS and software contracting models.
  
• Familiarity with subscription plans, pricing structures, billing cycles, renewals, cancellations and basic revenue concepts.
  
• Experience working with integrations between CRM, ERP, billing and finance systems .
  
• Strong attention to detail and a methodical approach to data quality, configuration and testing.
  
• Strong troubleshooting and root-cause analysis skills.
  
• The ability to implement structured and controlled system fixes.
  
• The ability to work independently on routine operational requirements while recognising when escalation is required.
  
• Exposure to SQL, APIs or reporting tools would be advantageous, as would previous experience within a SaaS or subscription-based business.
  

Working Relationships

This is an established, hands-on operational role requiring a good degree of independence.

You will work closely with:

• Finance
  
• Customer Experience
  
• Customer Platforms
  
• Specialist third-party service providers
  

Guidance and escalation support will be available for more complex system design, architecture or significant change requirements.

This position is primarily focused on the ongoing operation, maintenance and troubleshooting of existing contracting, subscription and billing systems and data .

The majority of the role involves:

• System administration
  
• Configuration
  
• Data maintenance
  
• Subscription administration
  
• Troubleshooting
  
• Large-scale system implementations, major process redesign, systems architecture changes and major data migrations sit outside the core scope of the position.