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 isbased 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.