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Contract Administrator

Scot JCB LtdGlasgow, Scotland, United Kingdom

8 days ago

Job type

Full-time

Part-time

Job description

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We are looking for a Contracts Administrator to join our growing team at our Head office in Glasgow. As a Contracts Administrator you will play a crucial role in supporting our depots with contract creation, invoicing, and LiveLink management - our machine monitoring system.

This role would suit someone with strong attention to detail and experience in contract administration, accounts, sales administration, or service support.

Hours : 8.30am – 5pm, Monday – Friday. Based at our Dennistoun office.

Who are we?

The Scot JCB Group is made up of Scot JCB, Scot Agri, SPS and SIA Compressors & Generators.

Scot JCB has been supplying and servicing JCB machinery throughout Scotland and the North of England for over 60 years. We sold our first machine in 1956 and have grown into a highly specialised machinery distribution company operating through a network of 15 depots from Fraserburgh in the North East of Scotland to Carnforth in Lancashire. Scot JCB is the largest JCB distributor in the UK and we pride ourselves on providing our customers with world class service.

This role involves :

Administering Service Contracts

Prepare and manage Service Contracts and Hire Agreements across all depots
Establish and process Direct Debits for Service Contracts
Handle invoicing for Service Contracts and Hire Agreements
Assist sales teams with contract documentation and administrative support
Provide support to the Accounts Department and customers regarding invoice queries
Liaise with the Service Department to resolve contract-related inquiries
Verify warranty and retail dates for contracts
Procure Machine Care Packages and oversee contract creation and invoicing
Generate purchase orders and ensure accurate processing
Maintain and update Machine Care & Service Contract Sales Spreadsheets for Sales teams
Record and track sales commissions
Match invoices in posting proposals to ensure financial accuracy

Providing Livelink Support

JCB Livelink is an innovative telematic subscription service that allows customers to have complete control over their machinery in one place. As part of this role, you would :

Activate and manage Livelink contract renewals, cancellations, and purchases

Generate and manage Livelink Contract Renewal Reports

Contact customers regarding Livelink Contract Renewals

Provide support to customers on Livelink, guiding them on navigation and functionality

Coordinating Thorough Inspections and Machine Health Checks

Both Thorough Examinations (CTE) and Machine Health Checks (MHC) are carried out by our engineers. The purpose of these is to ensure our customers machinery is operating safely. You would :

Conduct fact-checking and notify supervisors of defects identified during inspections

Identify and report anomalies in data, such as incomplete or missing engineer submissions

Coordinate with service supervisors to arrange corrective repairs for identified defects and to track success rates of any work secured

Issue finalised reports and certificates to customers

Process invoicing for CTE inspections

Track and analyse the frequency of defects discovered

Compile monthly reports detailing the success rate of remedial work following CTE inspections and revenue generated from MHC activities

The ideal candidate will have :

Experience in contract administration, accounts, or sales support preferably within the construction, agriculture, or motor vehicle industry

Strong attention to detail and the ability to manage complex documentation

Excellent organisational skills and the ability to multitask effectively

Proficiency in Microsoft Office Suite, particularly Excel for tracking and reporting

Ability to collaborate with different departments and communicate professionally with customers

Experience with Livelink systems would be beneficial, but is not essential as training would be provided

In return you will receive :

A competitive salary, reviewed yearly

Free on-site parking

30 days annual leave, increasing with length of service up to a total of 35 days

The option to buy / sell up to 5 days annual leave per year

Health and wellbeing plan - cashback for dentist, opticians, physio and more

Employee Assistance Programme - free counselling and legal advice

Access to high street discounts and savings through Perks

Salary Exchange pension scheme

Life assurance of three times your annual salary

Employee referral programme

Seniority level

Associate

Employment type

Full-time

Job function

Administrative, Customer Service, and Sales

Industries

Construction and Agriculture, Construction, Mining Machinery Manufacturing

Referrals increase your chances of interviewing at Scot JCB Ltd by 2x

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Contract Administrator • Glasgow, Scotland, United Kingdom