Junior Service Contracts Administrator

Job Description

- Chase overdue level 3 equipment once a week. Chase for service dates and reports. Update service history on equipment. Keep log of total number of overdues for KPI’s.
- Upload service reports and service history to put equipment into date.
- Raise level 3 service/repairs job with manufacturers/sub-contractors.
- Chase level 3 jobs once a week or as and when required.
- Thorough knowledge of how the different customer contracts and manufacturers operate and are managed.
- Chase level 3 contract renewals every week. Chase for quotations from manufacturers and purchase orders from customer. When accepted update customer spreadsheets, update database with relevant documents and service history. Update KPI spreadsheet. Complete service contract data sheet and file all necessary documents in to customer file.
- Deal with any complaints and queries from customers. Liaise between the manufacturer and the customer.
- Add any new equipment onto the database. Research service history and warranty with the manufacturer or customer. Advise the appropriate team member of any additions to community contracts.
- Sign off on manufacturers invoices, ensuring cost is associated with a job card or PO to ensure re-charge to customers.
- File all job cards, level 3 contracts, contract renewals in relevant files.
- Assist account managers and engineers regarding any queries on level 3 equipment.
- Assist with obtaining quotations for any new tenders or equipment.
- Provide data via spreadsheets for customers and other staff as required.
- Update account managers on overdues and outstanding level 3 jobs as and when requested.
- Assist accounts staff with any invoice queries.
- Cover for other staff when on annual leave or sickness.
- Complete additions & deletions of equipment to and from contracts
- Amending the database
- Updating spreadsheets
- Calculating new quarterly and monthly figures for invoicing
- Communicating with customers and clients regarding additions and deletions
- Checking invoices
- Check invoices against job cards
- Check the costs are covered via the job cards
- Update any service and repair reports received with invoice
- Update Asset on database with reverence information

Key KPIs

- Ensuring timely completion of all tasks
- 100% completion of document uploads to the database within SLA
- Ensure all billing information is passed to the correct department within SLA