Contracts Controller

Reports to:
Senior Contracts Controller

Direct Reports:
None

Location:
Elland

Purpose of the role:
Support the preparation, negotiation, and review of Rental and Repair & Maintenance contracts in relation to Special Vehicles. Responsible for rental and administrative processes inclusive of on-site stock and resource availability, off hire quotations, contract invoicing position and outstanding queries. To provide efficient customer service and build relationships with both internal and external customers.

Responsibilities:

• To provide support to key internal customers:

• Senior Contracts Controller

• Area Sales Managers

• 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.
• Liaise with Accounts to proactively manage invoice queries.
• Complete credit requests.
• Invoice damage recharge, contract over hours and telematics usage.

• Taxing recharge where necessary.

• To ensure all contract administration is accurately created and stored in line with set processes and procedures including:

• Contract creation.

• Obtain contract signatures and distribute accordingly.
• Maintain Vehicle Product Specification (VPS) system – all updates (servex, hire, main)

• Prepare contract summaries and share with key internal departments as necessary.

• Prepare and maintain vehicle administration accurately and proactively ensure that customer accounts are managed in line with set processes, procedures and agreed contracts including:

• Maintain Terberg Connect and any other Telematic systems as necessary.

• Co-ordinate and process insurance claims.
• Co-ordinate service VOR swaps in line with company procedures.

• Prepare and maintain Service Level Agreements and Addendum Letters

• Work with the Business Development Co-ordinator, assist with renewable business rental extensions as necessary.

• Prepare and maintain a record of accurate contract monthly figures for submission to Senior Contracts Controller.
• Monitor and review Terberg Connect and Over Hours Reports, proactively work with necessary colleagues to ensure consistent contract reviews.
• Support with carry out stock-check on site as necessary
• Proactively work with Delivery Team to ensure a consistent service through customer feedback.
• Monitor and proactively manage work in progress (WIP)
• Provide high quality, accurate and in-depth knowledge of contracts customer base.
• Be responsible for managing your own time efficiently.
• To work with all departments, particularly with projects that are being explored or implemented.
• 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.
• Undertake any other duties consistent with the purpose of this job or to support the needs of the business.

Critical Skills Required:

• High attention to detail.
• Communications skills, both verbal and in writing, together with the ability to communicate at all levels.
• Interpersonal skills and the ability to develop strong working relationships.
• Ability to manage own workload independently and prioritise tasks.
• Excellent organisation and prioritising skills.
• The ability to work under pressure.

Critical Knowledge Required:

• Good knowledge of other Microsoft Office Packages – Outlook, Word, Excel, and PowerPoint.
• Excellent customer service skills with an ethos for getting it right the first time.
• Excellent communication skills, verbal and written, together with the ability to communicate at all levels.
• Able to solve problems in an efficient, effective, and logical manner.
• The ability to work well in a team and manage own workload independently, prioritising tasks.
• Results Orientated with the ability to recognise priorities and carry out relevant steps to achieve solutions with a strong work ethic.
• Conscientious and understands how activities impact others and the wider business.
• Demonstrates Financial Awareness.

Qualifications and Experience required
:

• Proven rental experience in a similar role.
• Knowledge of the HGV sector/market is desirable.
• Self-motivated and desire to achieve set goals.