Summary of Job:
To ensure that maintenance contract orders and sales are processed in accordance with company guidelines, and that the recording and entry of all maintenance contract orders and sales information required for furtherance of the company business is accurate, timely, and meets the needs of the business.
To work in a professional and vigilant manner and within deadlines agreed, to maintain good communication with work colleagues and management, customers and suppliers, and to contribute to the accuracy of the information available to management.
Essential Functions:
1. Maintenance Contracts (Renewals) – Issuing and chasing of renewal quotations within designated notice periods prior to expiry of existing contracts, liaising with the external sales teams and customers, and the documentation and recording of renewal contract orders received.
2. Maintenance Contracts (New) – Issuing and chasing of quotations for new contracts, liaising with the external sales teams and customers, and the documentation and recording of new contract orders received.
3. Maintenance Contract Enforcement – Ensuring that contract orders received conform to company terms and conditions quoted, and that all contracts are set up on the system accurately.
4. Invoicing – Ensuring that invoicing required is done promptly and accurately so that the revenue information on the system is up to date and accurate.
5. Maintenance Visit Schedule Liaison – Liaising with the Service Co-ordinator to ensure that maintenance visits are scheduled on the system and carried out within the relevant periods of the contracts.
6. Sales Support – Following up on sales leads following from sales exhibitions, meetings, seminars and events, and ensuring that sales literature and quotations are issued and assisting with the arrangement of further sales .
7. Contract Administration – Ensuring that contract files and correspondence are up to date.
8. Contract Database - Ensuring that site equipment on contract database is up to date and accurate.
9. Sub-Contractors - Liaising with sub-contractors for back-to-back contract costs.
Secondary Functions:
• Take part in miscellaneous projects delegated by the management.
• Complying with company rules, procedures and statutory regulations as defined in the Employee Handbook.
• Observing all Health and Safety directives including the use of the personal protective equipment where required so as not to put oneself or others or property at risk/danger.
• Adhering to all the company’s operations and quality procedures.
• Maintaining a professional and flexible attitude towards the company and its customers.
• Ensuring customer satisfaction levels are continually improved.
Education:
A good academic education including numerical skills - Associate Degree
Experience Mim Required
• Minimum of 3 years experience working in an administration office environment
Knowledge and Skills 1
• Computer literate (i.e. email and M/S Word, Excel)
• Demonstrate good numerical skills.
• Able to develop relationship between customers, internally and externally.
• Excellent telephone manner.
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• Good communication skills – telephone, letters, email, fax.
• Team player.
