Contracts Administrator
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| Job Type | Permanent Full Time |
| Location | Wembley, Middlesex |
| Area | Middlesex, England |
| Sector | Commercial - Admin |
| Salary | Up to £23000 per annum |
| Start Date | ASAP |
| Job Ref | DW032018CA_1529428774 |
- Description
- JOB DESCRIPTION
Job Title:Contracts Administrator
Reporting to:Sales Office Manager
Role
As a Contract Administrator you will require a sound and thorough understanding of the operations required from initial enquiry to completion with a special emphasis on production and installation. Computer literacy and good communication skills are essential.
You would be reporting to the Sales Co-ordinator/Senior Estimator to enable the smooth flow of 'Supply & Fit' sales through this section taking responsibility for the quality and accuracy of the work in your care.
You will be required to deal with initial enquiries by telephone, face-to-face, e-mail or fax in a polite, courteous and efficient manner, identifying which department the enquiry is for before passing all the appropriate details to your colleagues where appropriate to do so.
Once the customer has acknowledged they wish to proceed with the quote it will be your responsibility to confirm to the customer the agreed production schedule, receiving either an official purchase order for account customers or deposits in-line with the Payment Schedule for sundry customers.
Once finalised you will liaise with the customer and Installer to arrange an exact measure, checking the details on return to ensure they match the original detail and informing the customer of any variation and additional costs that arise from these actions. All necessary paperwork will be raised on confirmation of the final details and passed to production liaising with the Operations Manager on any items that are required to be ordered to complete the process. You will be expected to check with production the progression of the order to ensure any deadline is met informing the client and contractor if any delays occur.
You will be expected to collect any secondary deposit if specified in the terms and conditions and organise the delivery / installation date with the client and the contractor. As the job nears completion you must ensure that any outstanding finance is collected in-line with the company's Payment Schedule. Once the job is complete you are required to complete a customer follow up call to gain feedback on the service provided passing relevant feedback to the Health, Safety & Standards Manager for review.
All tasks must be carried out in accordance with any approved systems that are in force.
Accountabilities, Responsibilities and Performance Levels
*Take initial enquires by telephone, face to face, e-mail or fax
*Decide which department it is for and pass the enquiry on if not Supply and Fit
*Give details to estimator or organise a convenient appointment with customer
*On acceptance of quote advise client of lead time after consulting with production
*Ensure an official order (for account customers) or a deposit (sundry customers) has been received and is correct
*Organise which contractor will measure /install
*Liaise with the customer and contractor to arrange the taking of exact sizes (if necessary)
*Check for anomalies between the original quote and the revised measure
*Liaise with estimating if variations have occurred from estimate to exact sizes
*Inform client of any variations from the original details and any cost implications and obtain confirmation of acceptance
*Produce Works Orders on confirmation of final details
*Order any items that need to be outsourced liaising with the Operations Manager
*Check with Production on the progression of the order and inform client and contractor of any delays notifying your line manager in the first instance
*Collect any secondary deposit due as defined in the terms and conditions
*Liaise with the customer and the contractor to arrange delivery/installation
*Collect any outstanding balance
*Follow up to gain feedback on service provided (information to be passed to the Quality Assurance Manager)
*You will be require to read the companies Health and Safety Manual on commencement of your duties and you will be expected to adhere to them in all cases, using personal discretion to maintain your own safety and the safety of others at all times
*Be prepared to carry out other duties as required
*Hours will be as set in the contract of employment with additional hours if required from time to time to manage workload
Organisational Alignment
*Reports to the Sales Office Manager
*Foster close, co-operative relationships with management and other senior executives to ensure the company is continually striving to improve its perception in the market place
Hours of Work
8.00am to 5.00pm Monday to Friday
