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Join to apply for the Contracts & Delivery Administrator role at TieTalent
Reports to:
Contracts Supervisor & Rental, Contract and Sales Operations Manager
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:
oContracts Controllers
oDelivery Co-Ordinators
oArea Sales Managers
oContracts 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:
oTo 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)
oContract creation
oInvoicing of damage recharge and contract over hours
oMaintain Terberg Connect and other Telematic systems as needed.
oAssist with VOR/Service vehicle swaps in line with procedures
oCarry out the On & Off hire of contract vehicles.
oRoad Registration, NOVA, tax and SORN of new and used vehicles
oLogbook and Factory Document Filing
oAssist in the shipment/importation of new vehicle
Proactively ensure that customer accounts are managed in line with agreed contracts:
oObtain purchase order numbers in a timely manner.
oInvoice contractual revenue in line with department objectives.
oComplete credit requests.
oInvoice damage recharge, contract over hours and telematics usage.
oRaise system jobs to support Contracts and Delivery invoicing.
To be responsible for compiling weekly/monthly reports:
oResponsible for completing individual review document in line with expected KPIs for one-to-one meetings.
oCreate and distribute the weekly Sales Manager delivery schedule update to relevant stakeholders where required.
oCarry out stock check (projections, allocations, requests, refurbs) and circulate. Create reports based on site stock levels and new vehicle shipments/orders.
oAssist in the preparation of the Over Hours Report and any other reports as necessary.
oCreate and distribute weekly reports on vehicle warranty.
oCreate 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:
oCreate accurate purchase orders.
oUtilise factory shipping schedule.
oTracking and updating delivery schedule accordingly.
oUpdating CRM system & filing of documents.
oOrganisation of transport and raising transportation paperwork where necessary.
oInputting of vehicle details
oUndertake purchase administration of vehicles as required.
oSupport of external sales team where required.
oManagement of customer feedback system & creation of customer packs.
oManage 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.
TITL1_UKTJ
Seniority level
* Seniority level
Entry level
Employment type
* Employment type
Contract
Job function
* Job function
Management and Manufacturing
* Industries
Technology, Information and Internet
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