Contract Administrator

Position Overview

We are seeking a detail-oriented and proactive Contract Administrator to join our team. In this pivotal role, you will play a critical part in streamlining vehicle operations for our business sector by overseeing delivery schedules, replacement processes, and routine follow-ups. Your primary responsibility will be to ensure seamless coordination between customers, departments, and service providers while maintaining the highest standards of customer service. By delivering timely responses, resolving inquiries efficiently, and addressing issues proactively, you will contribute to elevated customer satisfaction and the uninterrupted flow of operations.

Key Responsibilities

The Contract Administrator will be responsible for a wide range of duties designed to enhance operational efficiency and customer experience. These include:

• Customer and Inquiry Management: Greet customers and handle incoming calls, ensuring all inquiries are addressed promptly and professionally. Respond to emails without delay to maintain clear and consistent communication.
• Vehicle Delivery and Maintenance Coordination: Conduct daily follow-ups with customers regarding the delivery of new vehicles, vehicles returned from maintenance, and business sector vehicles. Ensure out-of-service vehicles are promptly sent for maintenance and monitor their status until they are back in service.
• Contract Closure and User Management: Receive vehicles for contract closure and review customer-related reports, such as user lists for leased vehicles. Update and modify user names in the system as required, and manage external replacements by coordinating system updates, removing users from primary vehicles, and reassigning them post-maintenance.
• Issue Resolution and Reporting: Follow up on incoming requests from departments and coordinate with Customer Management to address damages, tire replacements, or missing documents, such as accident reports. Handle negotiations and resolve customer issues to ensure satisfaction and compliance with contractual obligations.
• System and Inventory Management: Update and maintain user information in the system, reconcile daily branch inventory with system records, and coordinate with Global Business Services (GBS) for the installation of vehicle tracking devices as per system requirements.
• Regulatory Compliance and Inspections: Monitor daily vehicle statuses, including new, ready after maintenance, reserve, and out-of-service vehicles, and ensure timely closure of route lines. Conduct periodic vehicle inspections to renew operation cards and ensure adherence to regulations set by the Transport General Authority (TGA), General Traffic Department (MOROOR), and other relevant authorities.
• Communication and Follow-Up: Notify user management officially via email regarding vehicle readiness, whether new or post-maintenance. Communicate with customers through calls, SMS, and other channels to confirm receipt of vehicles and address any concerns until resolution is achieved.

Qualifications and Skills

To excel in this role, candidates must meet the following qualifications and possess the necessary skills:

• Education: A Diploma or Bachelor's degree in Business Administration, Law, or a related field is required.
• Experience: Prior experience in contracts management, vehicle rental, or the transportation industry is highly advantageous. Familiarity with contract lifecycle management and operational processes will be considered a strong asset.
• Technical Proficiency: Proficiency in Microsoft Office applications, particularly Excel and Word, is essential. Experience with contract management systems or vehicle rental management systems is preferred.
• Regulatory Knowledge: A solid understanding of the regulations and requirements imposed by the Transport General Authority (TGA), General Traffic Department (MOROOR), and other governing bodies in the vehicle rental industry is critical to ensure compliance and operational integrity.
• Communication Skills: Strong written and verbal communication skills in English are required to interact effectively with customers, departments, and external stakeholders.

Why Join Us?

As a Contract Administrator, you will be an integral part of a dynamic team that values precision, efficiency, and customer-centricity. This role offers the opportunity to develop your skills in contract management, customer service, and operational coordination while contributing to the success of our business sector. If you are a motivated professional with a passion for excellence and a commitment to delivering exceptional service, we encourage you to apply and become a key player in our organization.