Contracts Administrator

Role Summary
To ensure the timeous and accurate capturing of correct customer information and validation of invoice amounts against rental contracts and to maintain safe record keeping. To provide timeous assistance to customers on all account queries and to monitor and assist in the collection of outstanding debt.This should be done in an efficient manner and with a positive attitude thereby portraying a professional company image.

Job Responsibilities
PREPARATION OF RENTAL CONTRACTS

• Prepare contracts for all new and existing customers, ensuring that credit approval is adhered to.
• Ensure that all information for new customers i.e. legal names; pricing; contact details are obtained and verify with client and sales before drawing up the Rental contract and ensure compliance with the Credit Policy.
• Ensure all new contracts have necessary signatures and supporting documents prior to capturing and requesting account opening on Automaster and Fleetmaster. For SFZ Rental Fleet, new accounts must be flag to the Deal Facilitation Team to ensure BP is created on their side.
• To ensure that all signed contracts, for SZA Rentals, are printed and filed and that a PDF scanned copy is saved on the K Drive. To ensure, for SFZ Rentals all documents are saved to Share Point – credit approval, signed quote and contract, guarantee, resolution, Deposit POP, resolution, ect.
• Ensure that the Fleet Controller and Cost Controller are notified on all new contracts so the Rental Registers and Cancom can be updated timeously.
• Update Debit order list with new rental contract details (the details that should be updated are: debit order date/customer number/ bank account number/ customer contact details).

MONTHLY BILLING/INVOICING

• Create monthly Recon for both SZA & SFZ Rentals by calculating and invoicing of all rental amounts owed by customers on a monthly basis (or as required).
• Capture credit notes in line with credit note policy and re-invoice customers.
• Monthly invoice processes are followed daily.
• Manage and monitor Supplier invoices.
• Ensure Debit Order list is submitted to SZA credit department no later than the 4th of every month or before where possible.
• To co-ordinate and claim bank allocations as and when required (E-mailed through from Debtors Department or deposit confirmations emailed from customers).
• Resolve any related account query and customer complaints on a daily basis.

DEBTORS AGING

• Follow up on any returned debit orders or outstanding accounts in conjunction with the Sales Representative and to escalate to the Credit Controller and Rental Operations Supervisor.
• Follow up unpaid Debit Orders and liaise with Rental Manager, Area Credit Manager; Rental Operations Supervisor and Credit Controller.
• Supply the necessary documentation for legal hand-over in accordance with Credit Policy and submit to the Credit Department (all statements/invoices and contracts scanned).
• Ensure that customers receive all communication regarding; statements; invoices; letters of demand timeously.
• Prepare and ensure that all deposit refunds are timeously submitted to credit to ensure customers are paid by the credit department.

GENERAL

• Assist Sales Reps with the sales process when necessary i.e. Credit Applications; Outstanding documents; Follow up on Expired contracts; Re-newels.
• Prepare purchase orders for suppliers on D365 and transfer requisitions where necessary.
• Timeously approving supplier invoices on Exflow.
• Ensure insurance CIL and AOL are signed off and sent back to Scania Broker to ensure timeous payment. Ensure excess invoices are raise in the same month as payment is received from insurance company. Monitor and manage insurance account.
• Assist walk-in/telephonic customers with queries regarding the Rentals Process
• Maintaining good customer relationships, whilst being diplomatic during customer communication either verbal or written

Candidate Requirements:
Education And/or Experience

• Matric with maths and or accounting
• Minimum 3 years working experience in a Truck Rental / Commercial Vehicle environment or debtors environment
• Diploma in Finance or administration (advantageous)

Knowledge, Skills And Abilities

• Advanced knowledge of MS Office particularly excel (formulas, v lookup and pivot tables)
• In-house System and product knowledge
• Knowledge of NCA, Company Act and other applicable legislation
• Good communication skills and dealing with adversity.
• Ability to meet deadlines and work independently and under pressure.
• Respect other Team members and work to the overall good of the department.

Competencies:
Essential:

• Adhering to principles and values
• Relating and Networking
• Delivering results and meeting customer expectation
• Analysing
• Following instructions, procedures and policies
• Planning and organising
• Attention to detail and accuracy.

Desirable:

• Persuading and influencing
• Deciding and initiating action
• Adapting and responding to change
• Coping with pressure and setback
• Achieving personal work goals and objectives
• Entrepreneurial and commercial thinking

Core Value & Leadership Principles:
Scania's Core Values apply to all positions:

• Customer First
• Elimination of Waste
• Team Spirit
• Respect
• Responsibility

Scania's Leadership Principles, which support our common way of thinking about leadership, also applies to this role:

• Co-ordinate but work independently – take responsibility
• Work with details and understand the context
• Act now – think long term
• Build know-how through continuous learning
• Stimulate commitment through involvement

Integrity & Compliance
All applications will be treated with full confidentially and will only be made available to the people involved in the recruitment process.

NB
: Please be advised in order to apply for this vacancy you need to have been employed in your current role for a minimum of 1 year.