Reports to: Contracts Supervisor & Rental, Contract and Sales Operations Manager Direct Reports: None Purpose of the role: To provide administration support for the Delivery & Contracts Teams. To be responsible for accurate vehicle stock control and records, to support the Contracts team in the raising of Repair & Maintenance contracts. To support with invoicing, chasing of POs and resolving queries where necessary. To support the Delivery Co-Ordinators and their respective Sales Managers with the processing and delivery of new/used special vehicles and equipment to customers worldwide, including importation of vehicles from the Terberg Group Factory in Holland and other suppliers as necessary. Responsibilities To provide support to key internal customers: o Contracts Controllers o Delivery Co-Ordinators o Area Sales Managers o Contracts Supervisor/Delivery Supervisor Build effective working relationships with key internal and external customers to understand current and future needs Ensure customer enquiries (phone/email) are professionally and proactively managed, and/or escalated to wider teams. To undertake projects as and when required, to support the need of the business or to achieve departmental objectives. Monitoring of shared inboxes. To ensure all vehicle & contract administration is accurately created and stored in line with set processes and procedures including: o To be responsible for maintaining accurate storage of all customer data and vehicle information, including vehicle/customer files and updating relevant systems (LIST, VPS, Portfolios and SuperOffice) o Contract creation o Invoicing of damage recharge and contract over hours o Maintain Terberg Connect and other Telematic systems as needed. o Assist with VOR/Service vehicle swaps in line with procedures o Carry out the On & Off hire of contract vehicles. o Road Registration, NOVA, tax and SORN of new and used vehicles o Logbook and Factory Document Filing o Assist in the shipment/importation of new vehicle Proactively ensure that customer accounts are managed in line with agreed contracts: o Obtain purchase order numbers in a timely manner. o Invoice contractual revenue in line with department objectives. o Complete credit requests. o Invoice damage recharge, contract over hours and telematics usage. o Raise system jobs to support Contracts and Delivery invoicing. To be responsible for compiling weekly/monthly reports: o Responsible for completing individual review document in line with expected KPIs for one-to-one meetings. o Create and distribute the weekly Sales Manager delivery schedule update to relevant stakeholders where required. o Carry out stock check (projections, allocations, requests, refurbs) and circulate. Create reports based on site stock levels and new vehicle shipments/orders. o Assist in the preparation of the Over Hours Report and any other reports as necessary. o Create and distribute weekly reports on vehicle warranty. o Create and distribute a running balance of stock on site and projected stock positions. Support with suppliers and customers ensuring that all required administration is completed on time, to guarantee the smooth delivery of vehicles: o Create accurate purchase orders. o Utilise factory shipping schedule. o Tracking and updating delivery schedule accordingly. o Updating CRM system & filing of documents. o Organisation of transport and raising transportation paperwork where necessary. o Inputting of vehicle details o Undertake purchase administration of vehicles as required. o Support of external sales team where required. o Management of customer feedback system & creation of customer packs. o Manage customer leads and communicate these with external sales team. Critical Skills Required: Excellent customer service & communication skills with an ethos for getting it right the first time. Excellent organisation and prioritising skills in order to successfully manage multiple tasks. The ability to work to tight deadlines, under pressure and with a sense of urgency. Responds positively to changing environments and considers impacts on customers. High attention to detail. The ability to work well in a team and manage own workload independently, prioritising tasks. Ability to solve problems in an methodical, efficient and effective way. Self-motivated with the ability to challenge the status quo, research and offer suggestions for improving efficiency or customer satisfaction. Critical Knowledge Required: Strong administrative background. Strong working knowledge of Microsoft Office packages, especially Outlook, Word, Excel & Teams.