Sales & Customer Administrator

PETROINEOS REFINING: OUR CHALLENGES ARE YOUR OPPORTUNITIES
Petroineos Refining and Trading is one of the largest independent refiners trading in Europe. We are seeking an experienced Sales Customer Support Administrator to join our Commercial Team at our Grangemouth site on a Temporary basis.
Purpose of Role:
Working alongside the Customer Support Coordinator, this role is the first line of engagement with customers of Petroineos Fuels Ltd and is responsible for first line Customer Care regarding delivery of bunker fuel into the HGV network and Credit Control.
The Customer Support Administrator role is heavily focused on daily customer contact ensuring that all aspects of the Customer Offer are communicated effectively, all deliveries are made efficiently and that all payments due are made in an accurate and timely manner. Daily customer contact includes the full order to cash cycle from product nomination, sales monitoring, to receipt of cash in the Petroineos bank account.
Key Accountabilities:
Key customer relationship contact point within the Marketing business function working alongside the Customer Support Coordinator. The role is responsible for the proactive resolving of customer and business needs as follows:

- Act as first line contact for UK Fuels customers, proactively developing and maintaining high-level customer relationships
- Communicate with hauliers and the Terminals any HGV bunker fuels requirements on a daily/weekly basis
- Ensure all haulage movements are met in a timely manner
- Monitor the HGV bunker network customer contractual obligation and PIFL suspense account
- Handle enquires from new / potential customers, organising follow up as appropriate to ensure that customer needs are met in a timely manner
- Assist with the ongoing development of a Customer Relationship Management tool
- Within approved Delegation of Authority, confirm pricing for local UK Fuels distributor customers on a weekly/spot basis to facilitate sales
- Ensure that all customer order transactions and administration are completed and accurately entered into the appropriate commercial systems to ensure an up to date record at all times
- Evaluate all haulage resources to ensure PIFL have sufficient resource and availability to deliver into the market
- Confirming HGV and bunker requirements on a weekly / monthly basis feeding information to the Production Planning team to be used in the Production planning process
- Taking ownership of Customer Operations related issues, working with other teams within the Refinery such as, Planning & Optimisation, Operations, Technical / Quality, to ensure appropriate and timely resolution
- Monitoring UK Fuels off take on a daily basis against product nomination and credit limit to ensure that customers stay within the prescribed limits and bunker network capacity
- Working with Credit control team to understand potential credit risks and to reduce exposure at these accounts accordingly
- Proactively informing customers of their credit position when they reach 70% of their credit limit and subsequent monitoring of cash collection. Potentially blocking customer orders if insufficient credit headroom on their account
- Proactively working with customers to resolve queries / disputes so that they do not delay cash collection
- Managing customer allocation and expectations during periods of reduced availability to ensure that resources are prioritized effectively
- Maintaining customer documentation and contract information in a Documentation process so that information can be easily accessed
- Responsible for all Purchase order requests and management within the Wholesale and Marketing team ensuring all costs are captured within the op plan budget
- Accountable for the creation of manual invoices/credit relating to facility charges, development fuels and auxiliary items
- Monitor and facilitate all market support rebates and terminal facility charges

Key Skills/Experience:

- Highly developed communication skills and customer service approach. Confident and comfortable in talking to customers at all levels, showing initiative and diplomacy
- Influencing skills, especially related to telephone interactions
- High level of attention to detail
- Experience in the logistic field at coordinator level
- Able to work to strict deadlines and tight timescales with the minimum of supervision.
- Proven ability to work well in a team in order to co-operate with and to cover for others who will be working in different areas
- Self-starting, motivated and inquisitive
- Knowledge of SAP advantageous
- Knowledge of Credit control procedures
- Ability to work to defined goals and targets.
- Able to communicate with all levels up to Board Level
- Experience in a Customer contact environment

**Please note we are only able to consider applicants who are eligible to work in the UK.**

**Salary is up to circa £30k depending on experience.**

**Job Type**: Temporary contract

**Salary**: Up to £30