Contracts Controller

Introduction

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Description

Description/Synopsis:
A leading organisation within the commercial transport and automotive industry is seeking an experienced Contracts Controller to manage its Service, Repair and Maintenance (R&M) contracts.
The role involves managing the day-to-day administration and costing of maintenance contracts, including authorisations, invoicing, breakdowns and reporting.
The ideal candidate will have workshop administration and job costing experience within the vehicle or commercial vehicle industry, with strong organisational skills and the ability to work with customers, dealers, suppliers and internal teams.

Minimum Requirements:

• Diploma in Office Administration, Finance, Logistics, Supply Chain Management, or a related field

• Advanced Diploma in Office Administration, Finance, Logistics, Supply Chain Management, or a related field will be advantageous

• Minimum 2 years’ workshop administrative experience within the vehicle industry is essential

• Experience in workshop job costing is essential

• Experience within the commercial vehicle, truck, dealership, fleet maintenance or related automotive environment will be advantageous

• Strong numerical, costing and administrative skills

• Excellent organisational skills and attention to detail, with the ability to work accurately in a busy environment

• Strong problem-solving and decision-making skills

• Good business acumen and commercial awareness

• Strong interpersonal, teamwork and stakeholder communication skills

• Customer-focused, with the ability to balance operational requirements, costs and service delivery

• Adaptable, reliable and able to work under pressure and manage urgent operational requirements

Main Responsibilities:
Service & Maintenance Contract Management:

• Draw up, communicate and manage the process flow for Service, Repair and Maintenance (R&M) contracts

• Maintain the complete masterfile of trucks covered under service and maintenance contracts

• Manage operational customer requirements relating to service and maintenance contracts

• Calculate contract extension costs and early termination penalties for customers

Maintenance Authorisations & Technical Support:

• Oversee Maintenance authorisations for service, repair and maintenance requests

• Assist with technical queries and escalate enquiries to the relevant stakeholders where required

• Attend to Call Centre enquiries and referrals and provide standby support for customer requests when required

• Coordinate service and maintenance requirements with relevant internal and external stakeholders

Costing, Billing & Invoice Control:

• Verify monthly Managed Maintenance billing to confirm validity

• Process Managed Maintenance invoices in accordance with Finance payment procedures

• Process dealer and supplier invoices and support debtors and creditors queries

• Manage costing analysis and reporting of approved Cost Per Kilometre (CPK) rates charged to customers

Breakdown & Dealer Administration:

• Provide independent dealers and suppliers with official order numbers for breakdown work completed for retail customers

• Coordinate and administer breakdown-related documentation and costs

• Liaise with dealers, independent dealers, suppliers and after-sales service providers

• Ensure breakdown and maintenance transactions are accurately recorded and processed

Reporting & Analysis:

• Prepare service history analyses for customers in line with audit requirements

• Prepare maintenance contract expense reports for the Finance department

• Complete month-end reporting on maintenance contract performance

• Provide operational and market input into contract costing analysis

Stakeholder Management:

• Work closely with customers, Sales, dealers, independent dealers, the Technical Team and Finance

• Liaise with Managed Maintenance, the Call Centre and after-sales service providers

• Respond to customer and stakeholder queries and ensure issues are directed to the appropriate parties