Contracts & Delivery Administrator

Contracts & Delivery Administrator

Location: Elland

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 PO's 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:
  • Contracts Controllers
• 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:
  • 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)
  • Contract creation
  • Invoicing of damage recharge and contract over hours
  • Maintain Terberg Connect and other Telematic systems as needed.
  • Assist with VOR/Service vehicle swaps in line with procedures
  • Carry out the On & Off hire of contract vehicles.
  • Road Registration, NOVA, tax and SORN of new and used vehicles
  • Logbook and Factory Document Filing
  • Assist in the shipment/importation of new vehicle
• Proactively ensure that customer accounts are managed in line with agreed contracts:
  • Obtain purchase order numbers in a timely manner.
  • Invoice contractual revenue in line with department objectives.
  • Complete credit requests.
  • Invoice damage recharge, contract over hours and telematics usage.
  • Raise system jobs to support Contracts and Delivery invoicing.
• To be responsible for compiling weekly/monthly reports:
  • Responsible for completing individual review document in line with expected KPI's for one-to-one meetings.
  • Create and distribute the weekly Sales Manager delivery schedule update to relevant stakeholders where required.
  • Carry out stock check (projections, allocations, requests, refurbs) and circulate. Create reports based on site stock levels and new vehicle shipments/orders.
  • Assist in the preparation of the Over Hours Report and any other reports as necessary.
  • Create and distribute weekly reports on vehicle warranty.
  • 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:
  • Create accurate purchase orders.
  • Utilise factory shipping schedule.
  • Tracking and updating delivery schedule accordingly.
  • Updating CRM system & filing of documents.
  • Organisation of transport and raising transportation paperwork where necessary.
  • Inputting of vehicle details
  • Undertake purchase administration of vehicles as required.
  • Support of external sales team where required.
  • Management of customer feedback system & creation of customer packs.
  • 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.

ROYAL TERBERG GROUP

Royal Terberg Group B.V.

Newtonstraat 2

3401 JA IJsselstein

The Netherlands