How to Find the Right ERP System Administrator for Your Business

Written By Stephanie LaMania

When it comes to running a business smoothly, choosing the right ERP (Enterprise Resource Planning) system is only half the battle. The other half? Finding the right person to manage it. An ERP System Administrator (ERP Admin) is essential to ensuring that your organization’s software runs efficiently, your data remains secure, and your teams get the support they need to succeed. But how do you find someone who’s up to the task? Here’s a guide to help you identify the perfect ERP System Administrator for your business.

1. Understand What an ERP System Administrator Does

Before you start the search, it’s crucial to understand the role. An ERP Admin is responsible for overseeing, maintaining, and optimizing your ERP system. Some of their core duties include:

  • System Configuration: Ensuring the ERP system is set up according to the company’s needs.

  • User Access Control: Managing user permissions to ensure the right people have the right level of access.

  • System Updates/Training: Applying or training users on updates to the ERP system to ensure it runs smoothly and securely.

  • Troubleshooting: Quickly identifying and solving any technical issues or user problems.

  • Data Integrity: Ensuring that all data within the system is accurate and consistent.

  • Customization: Working with other teams to tailor the ERP system to your company’s unique workflows and requirements.

2. Look for the Right Technical Expertise

The perfect ERP Admin must have a mix of technical skills, industry experience, and problem-solving abilities. Here’s a checklist of the key technical skills you should look for:

  • Proficiency with ERP Systems: Experience with the specific ERP system you're using (e.g., Sage, Microsoft Dynamics, NetSuite) is crucial. Even if they don’t have experience with your exact platform, familiarity with similar systems can often be transferred.

  • Database Knowledge: ERP systems often involve complex databases, so familiarity with SQL, data management, and backup/recovery processes is a must.

  • Customization Skills: For companies with highly specific needs, look for someone who can customize the ERP system (e.g., knowledge of XML or JSON).

  • System Integration Experience: ERP admins often work with multiple systems (CRM, HR software, financial tools, etc.). Integration experience will help ensure smooth data flow between different systems.

3. Look for Strong Problem-Solving and Analytical Skills

When things go wrong, your ERP Admin needs to stay calm and think critically to resolve issues. Whether it’s fixing a bug, optimizing performance, or resolving user errors, the ideal candidate should have:

  • Strong Troubleshooting Skills: They should be comfortable diagnosing and fixing issues quickly and also be able to prioritize issues appropriately.

  • Attention to Detail: The smallest mistake can lead to data errors or operational inefficiencies, so an eye for detail is essential.

  • Analytical Thinking: Being able to assess issues and come up with effective solutions, even when the cause isn’t immediately obvious.

  • Ability to Work Across Teams: The role of an ERP admin requires the skill to speak both with the IT team (e.g. understand scheduled deployments, sprints, project management, issue management, etc) and the Finance team (e.g. month-end close, bank reconciliations, AP runs, accounts receivables, etc) so current issues are handled timely and future state projects are scheduled for both teams.

4. Experience with User Support and Training

An ERP system can be complex and intimidating for some users. Your ERP Admin should not only be tech-savvy but also have strong communication skills. Key attributes include:

  • Training Experience: They should be able to create training materials and hold sessions to help staff get the most out of the system.

  • User Support: They should be your go-to person for helping employees with technical issues or questions.

  • Documentation Skills: They should be able to write clear and concise guides for troubleshooting and best practices.

5. Cultural Fit with Your Organization

While technical skills are non-negotiable, finding someone who fits your company culture is equally important. ERP systems affect almost every department, so the ERP Admin must collaborate with a wide range of teams. They should:

  • Be Team-Oriented: They’ll often need to work with finance, HR, operations, and IT departments.

  • Communicate Effectively: Being able to translate technical jargon into something non-technical staff can understand is key.

  • Adapt to Your Business Needs: ERP systems are rarely “one size fits all.” Your Admin should be open to tailoring the system as your business evolves.

6. Consider Remote vs. On-Site vs. Hybrid

One of the key decisions in your search will be whether to hire an on-site ERP Admin, a remote one, or go with a hybrid arrangement. This decision largely depends on your company size, ERP complexity, and your team’s existing skill set.

  • Remote: For smaller businesses or those comfortable with remote work, a remote ERP Admin can be a cost-effective option.

  • On-Site: If your system requires heavy customization, or if you have an in-house IT team that you want the ERP Admin to work closely with, an on-site person may be the better choice.

  • Hybrid: A hybrid option can provide a good balance of flexibility and in-person availability.

7. How to Recruit the Right Candidate

Now that you know what you’re looking for, how do you go about finding the right person? Here are some tips:

  • Job Boards and Recruitment Platforms: Post your job on platforms like LinkedIn, Indeed, or specialized job boards for IT professionals. Tailor your job description to highlight the specific ERP system you use.

  • Network in Industry Circles: Reach out to your industry network for recommendations. Word of mouth can be a great way to find experienced professionals.

  • Consider a Recruitment Agency: If you’re struggling to find the right person, a recruitment agency specializing in tech or ERP staffing can help streamline your search.

8. The Interview Process

The interview is where you’ll get a deeper sense of the candidate’s skills and fit for your company. Here are some key questions to ask:

  • Can you describe your experience with [specific ERP system]?

  • What’s your process for troubleshooting a system integration failure?

  • How do you approach user training and support?

  • Tell us about a time when you customized an ERP system to better fit the business’s needs.

  • How do you ensure data integrity and security within the ERP system?

9. Invest in Ongoing Education

ERP systems are constantly evolving, so it’s important that your ERP Admin stays updated on the latest features, system best practices, and emerging technologies and future advancements of the platform. Encourage ongoing education and certifications to help your Admin remain at the forefront of ERP management. An ERP system such as Sage Intacct has an annual conference that is chock full of learning and hands-on training sessions, opportunities to meet other partners and administrators in the space, and a chance to network with other end users that happily utilize the system and can recommend new ways to improve how your own business functions within the software.

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Finding the right ERP System Administrator isn’t a task to take lightly. With the right person in place, your business can reap the full benefits of your ERP system—streamlined operations, better decision-making, and improved efficiency across all departments. Start by focusing on the technical and personal qualities that make a great ERP Admin, and you’ll be on your way to success.

Do you already have an ERP Admin in place, or are you looking to fill the role? Let us know what challenges you’re facing!

Stephanie LaMania
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