Reports to: Contracts Controller
Direct Reports: None
Location: Elland - Halifax
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.
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.
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.
Why You’ll Love Working Here:
- 25 days holiday plus Bank Holidays: this is based on a 5 day working week (pro rata to 20 days plus Bank Holidays for a 4 day working week)
- Enhanced Pension Scheme and DIS Benefit: The company contributes 5% of total salary into our pension scheme, and 3x basic salary Death In Service.
- Employee Assistance Programme: Access a 24-hour helpline for support with life's challenges, including stress & anxiety, bereavement, relationship advice, tenancy & housing concerns, counselling, financial wellbeing, legal information, substance issues, family matters, childcare support, medical information, and consumer issues.
- Health Shield Medical Cash Plan: All employees receive membership to a company-funded medical cash plan. This scheme allows you to claim cash back for medical expenses, including prescriptions, dental, optical, physiotherapy, specialist consultations, X-rays, and MRI scans.
- GP Anytime: Enjoy access to GP services anytime with our online 24/7 appointment service, featuring on-demand appointments, unlimited consultations, no capped appointment times, and convenient prescriptions.
- Training and Development: We offer mandatory equipment training, a Management Development Programme, and opportunities to upskill through apprenticeships.
- Cycle to Work Scheme: Save on commuting costs and stay healthy with our cycle to work scheme.
- Occupational Health Support and Health Surveillance: Ensure your well-being with our comprehensive occupational health support.
- My Benefits Platform: Enjoy discounts from high street retailers, health & wellness services, entertainment & days out, and home & DIY products.
- Independent Free Mortgage Advice: Receive free, independent advice on mortgages to help you make informed decisions.