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Responsible for maximizing revenue with existing customers by understanding customer demand and managing all operational aspects for customers. Analyzes customer forecasts and historical shipment records to detect changes in demand. Contacts customer to discuss demand trends and maximize sales of products. Monitors inventory levels and shipment activity.
NBC Operations & Administration SpecialistDepartment:
New Business of Consumables (NBC) – Supplies Business Group
Location:
Global / Remote
Reports To:
Director, NBC Programs
Position Summary
The NBC Operations & Administration Specialist is responsible for all invoices and the end-to-end administrative, logistical, and financial accuracy of Xerox's NBC portfolio. This role ensures that invoicing, freight booking, customer-system uploads, and forecast integrity are flawlessly managed to enable predictable revenue, secure cash flow, and streamlined customer operations.
Key ResponsibilitiesInvoicing & Financial Administration
Generate and validate invoices in SupplyNet for all NBC shipments and milestone billing events (usually a manual invoice).
Reconcile pricing, quantities, and contract terms to ensure audit-ready accuracy.
Track receivables, flag disputes, and collaboration with Xerox AR on collection efforts.
Work with Finance to ensure they have everything they need to do their monthly close activities and reporting
Shipment Coordination & Freight Booking
Manage shipments (HUB event) lifecycle from PO receipt, working with manufacturing to have it scheduled, acknowledging PO with customers on promised delivery dates either via e-mail or entered into their system (E2 Open for Spartan) through delivery confirmation.
Maintain a PO tracking sheet for each customer. Information on all PO's received, customer part number, Xerox part number, information from manufacturing on production dates, and actual quantity of toner shipped, information from the booking requests on ETD, ETAs, pricing, any masked pricing, if necessary, used for paperwork purposes and expected invoice month
- accuracy is very important for maintaining the PO tracking sheets as this is the document used for creating the shipping HUB Events and all the paperwork and accuracy of the invoices. Tracking sheets are shared weekly with Spartan Customer and used for NBC's weekly financial assessments.
Work with OM (origin manager) UPS to book freight with approved carriers and ensure compliance with routing guides.
As needed, manage air shipments and pull PTAs – depending on the circumstances will determine if Xerox pays or customer pays – with either, would need to coordinate with the warehouse manager to ensure the air shipment of product is made and all paperwork is in order and created and tracking information is communicated with the customer.
Work with NA transportation to have the export documentation, customs forms, bond certificates and any compliance paperwork created. Check for accuracy and manage timing request is sent to the warehouse coordinator at the HUB)
Provide copies of all documentation and pictures to customers when each HUB Event is actually shipped to the customer.
Depending on customer and contractual terms, track each shipment and invoice customer at the appropriate time
Customer-System Uploads & Order Administration
Pull invoices from EIPP system, upload invoices into customer systems (via e-mail into SG system for Spartan) other customers just use an e-mail address.
Validate accuracy of all information on the invoices, logistics data, and documentation.
Troubleshoot portal issues and resolve errors quickly.
Customer support
Help resolve customer issues, especially anything to do with logistics or manufacturing
Interface with OM and NA transportation on logistic issues, documentation missing or incorrect
Interface with Xerox delivery group if there are any issues with manufacturing, labels or quality
Systems used /need access to:
SupplyNet & EIPP
Invoice Automation for inputting the invoices into SupplyNet and pulling the invoices from EIPP.
Desktop resident licenses software required. A license is needed for this software.
Rocket terminal emulator
Global Transportation Management System (GTMS) – to pull PTAs for shipments
E2 Open (HP customer system) – for PO acknowledgement
SG – invoice e-mail to submit invoices to HP customer
Qualifications
Required
Bachelor's degree in Business, Supply Chain, Finance, or relevant skills based experience.
3–5 years of experience in operations, order management, logistics, or financial administration.
Strong proficiency in Excel, ERP systems (SAP preferred), and customer procurement/portal interfaces.
High attention to detail with a proven track record of accuracy under tight timelines.
Ability to work cross-functionally in a fast-changing global supply environment.
Preferred
Experience supporting manufacturing or high-volume consumables operations.
Familiarity with export documentation and global freight processes.
Background in forecast management or production planning.
Experience working with large enterprise customers with complex procurement systems.
