Contracts Administrator

Job description

Job Description

Job Description Summary

Wing to wing ownership for timely delivery of orders, ensuring on-time Payment collection from Customers & After-sales support.

Carry out efficient Contracts administration from direct customer orders ensuring all orders are scheduled for despatch in line with customer requirements and acknowledged to the customer within 72 hours
•Verification of technical and commercial specifications of customer orders
• Verification of technical data of protection relays (CORTEC)
• Recording of customer orders in ERP (SAP) system
• Processing of On Line Store (OLS) Orders

Job Description

Order Management:

Process Customer orders ensuring all orders are scheduled for despatch in line with customer requirements and acknowledged to the customer within 72 hours

·  Verification of technical and commercial specifications of customer orders
·  Verification of technical data of protection relays (CORTEC)
·  Recording of customer orders in ERP (SAP) system
·  Processing of On Line Store (OLS) Order

Ensure commercial conditions are as agreed to standard company requirements or are approved variations. Orders are correctly reviewed, accepted and approved in line with company procedures/ sales Agreements/ offers conditions.

Operational Purchasing :

Launch and follow-up of internal Purchase orders With manufacturing Units,  other internal departments, and occasionally external suppliers. Ensure Leadtimes are aligned with what has been published, Expedite and follow-up delivery schedules with manufacturing units, external suppliers.

Logistics Support

Ensure contract is managed to completion and the goods are delivered to the required delivery address. Nominate forwarders and provide relevant shipping documentation to allow the manufacturing unit to ship goods direct to our Customer (Third Party Drop Shipment) documents for export, relationship with forwarders, carriers, customs etc.

Invoicing

Raise and send invoices to customer via required method (portal, email, hardcopy).  Invoices shall be in line with agreed price/ rate, payment terms and conditions.

Raise approved credits as requested through the formal process.

Cash Collection

Ensure timely collection of Payment from Customer in close coordination with Accounts receivable.

Contract Administrator shall ensure to remove any roadblock in collecting the payments in a timely manner in order to ensure on time Payment collections.

Continuous Improvement

Propose and implement improvement actions to optimize the processing of Product orders. Provide expertise to problem solve and offer alternative solutions for the customer.

Interface with

·  Manufacturing units, Suppliers,  Sales Team,  Tendering Team and Marketing functions if necessary
·  Finance and Accounting department
·  Customers, ensuring customer satisfaction

Business Support

Good understanding of the legalities of contracts, export, shipping, invoicing, finance and standard terms and conditions

Liaise with Finance / Accounting dept to ensure correct payment

Liaise with Commercial colleagues and provide feedback regarding customer orders, issues, queries, etc.

Requirements:

·  Strong  attention to detail  and accuracy
·  Good  organizational and time management  skills
·  Ability to manage multiple priorities and meet deadlines
·  Strong  problem-solving  skills and ability to identify practical solutions
·  Good  communication skills , both written and verbal
·  Strong  stakeholder management  skills
·  Ability to work collaboratively across departments
·  Customer-focused mindset with a commitment to service and responsiveness
·  Confidence in following up with internal teams, suppliers, and customer
·  Good working knowledge of  Microsoft Office , especially Excel and Outlook

 

Qualifications

·  GCSE level 8 in English / Maths

Preferred / Desirable

·  Experience in  international order fulfilment  or export environments
·  Knowledge of  Incoterms  and shipping documentation
·  Experience supporting  continuous improvement  activities
·  Understanding of  basic finance and legal contract principles
·  Experience using SAP : SD / PP / MM modules 

Additional Information

Relocation Assistance Provided: No