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
- Delivery Co-Ordinators
- Area Sales Managers
- 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:
- 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.
