Job Title: Administrative Analyst

Employment Type: Full-time / Contract

Work Setup: Remote

Rate: Competitive, based on experience

Location: Based in Philippines

Role Summary

The Administrative Analyst is a customer-facing, analytical role responsible for auditing invoices against executed IT contracts, with a strong focus on Microsoft 365 billing and licensing data. This position functions as a quality control and analytics role and does not perform direct billing or invoice creation.

The role requires frequent interaction with customers via email and phone, as well as close collaboration with Client Success, Finance, and Operations teams. The ideal candidate has excellent English communication skills, strong attention to detail, and the ability to analyze contract, billing, and licensing data—particularly within Microsoft 365 environments.

Key Responsibilities

Customer Communication

• Serve as a customer-facing point of contact via email and phone
• Communicate clearly, professionally, and confidently in spoken and written English
• Respond to customer inquiries related to invoice accuracy, Microsoft 365 licensing, and contract alignment
• Present findings in a clear, factual, and non-confrontational manner
• Escalate issues appropriately while maintaining a positive client experience

Invoice Auditing (No Direct Billing)

• Audit invoices for accuracy against IT contracts, amendments, and addendums
• Validate pricing, quantities, billing periods, and included services
• Identify discrepancies such as overbilling, underbilling, missing line items, or misaligned contract terms
• Document audit results and submit findings to Billing, Finance, or Client Success teams for correction
• Confirm that approved corrections align with contractual obligations

Contract & Microsoft 365 Data Analytics

• Perform data analysis related to IT contracts, recurring services, and Microsoft 365 billing
• Analyze Microsoft 365 licensing counts, subscription types, and billing trends
• Compare contracted Microsoft 365 entitlements with billed quantities and actual usage
• Identify patterns, risks, inefficiencies, and opportunities for improved contract alignment
• Build and maintain audit logs, tracking reports, and reconciliation summaries
• Support recurring reviews of licensing compliance, contract alignment, and cost accuracy

Contract Review & Interpretation

• Read, interpret, and apply customer IT contracts during invoice and data reviews
• Maintain accurate contract and licensing data in internal systems
• Identify and flag contract inconsistencies, billing risks, or data anomalies
• Escalate contract and licensing concerns to the Director of Client Success

Administrative & Operational Support

• Maintain accurate client, contract, audit, and licensing records in internal systems (CRM / PSA / ERP)
• Assist with internal audits, compliance initiatives, and reporting requirements
• Support Client Success and Finance teams with contract and billing data analysis
• Follow defined processes and contribute to continuous process improvement

Required Skills & Qualifications

Communication

• Strong English proficiency (spoken and written)
• Comfortable communicating with customers via phone and email
• Ability to clearly explain data findings, discrepancies, and audit results

Analytical & Data Skills

• Strong analytical and critical-thinking skills
• Experience working with contract, billing, or licensing data
• High attention to detail and accuracy
• Strong Excel or spreadsheet skills (pivot tables, formulas, data comparisons preferred)

Experience & Technical Skills

• Experience in administrative analysis, billing audit, finance, or data analyst roles preferred
• Familiarity with Microsoft 365 licensing models strongly preferred
• Experience with CRM, PSA, ERP, or billing platforms is a plus
• Proficiency in Microsoft Office or Google Workspace

Personal Attributes

• Professional, objective, and customer-focused
• Comfortable working with numbers, data, and contractual documentation
• Highly organized and process-driven
• Confident in escalating issues with clear, data-supported findings

Success Metrics

• Accuracy and completeness of invoice-to-contract audits
• Accuracy of Microsoft 365 licensing and billing analysis
• Reduction in billing and contract discrepancies
• Quality, clarity, and consistency of audit documentation and reporting
• Positive feedback from the Director of Client Success and internal stakeholders