Contact Administration - Initiation at Bidvest Bank

ABOUT THE POSITION

PRIMARY PURPOSE
To provide support by managing the contract administration activities to achieve targets and goals as set by the company. Interact with customers and other departments to achieve overall customer satisfaction.

FINANCE KEY PERFORMANCE AREAS

• Keep direct expense low - telephones, stationary and courier
• Incorrect information submitted to CVA leads to delay in process- Not adhering to regulations can result in fines to the business, loss of licence and/or fines in your personal capacity
• Incorrect or no legal documents can result in reputational damage and risk as well as financial loss if customer defaults
• Incorrect data (i.e. retail process, contract parameters etc.), under or over charging customer
• Incorrect data (i.e. retail process, contract parameters etc.), can lead to incorrect information to customer - loss of business and reputational damage
• Incorrect pay-out information can lead to supplier not being paid on time and payment amount not being correct
• Timeous and correct filing of all documents in relevant folders and systems. Scanned to DMS/CRM
• Ensure ISO principles in the quality management system is implemented and adhered too.
• Following the Fleet and Asset guidelines
• Are the correct documents being used
• No report risk incidents

CUSTOMER CENTRICITY KEY PERFORMANCE AREAS

• Escalate to appropriate departments where necessary and follow up
• Queries to be addressed and resolved within 12 hours
• Professional written and verbal communication
• Follow-up on outstanding matters
• Be patient, listen and act on customers' requirements
• Ensures customer service excellence
• Communicate vision and servicesIdentify problem areas and ensure corrective action is taken
• Analysis of the month-end reports to ensure accuracy of dataInterprets business/ customer requirements to provide timeous solutions
• Responsiveness: speed of responses, reaction time, going the extra mile, turnaround time
• Building relationships with customer and other departments

OPERATIONAL EXCELLENCE KEY PERFROMANCE AREAS

• Plan workload effectivelyCreate, maintain and enhance effective working relationships with staff, customers and service providers
• Exchange information to solve wider problems and assist in making these decisions
• Understand how the function impacts on other business units and ultimately on business results
• Adhere to business policies and procedures
• Comply with quality management system and objections
• Receive FIC documents according to the correct FIC checklist from the Account Manager.
• Do world checks and draw Experian/ CIPC disclosure to verify the information
• Sign checklist and submit to CVA for approval
• Keep all FIC document including the approval on record and on CRM/DMS
• On approval of account or review of facility ensure that the relevant documents are requested from the Account Manager
• Once all requirements are received from the customer submit to Legal for approval
• Submit legal approval to credit to get limit loaded
• Keep all legal documents including the approval on record and on CRM/DMS
• Get request
• Add quotations on FA according to request received
• Sign off quote worksheet and amort/payment plan
• Submit quote to the relevant requester
• Approved quotes get converted to deals
• Ensure limit is loaded and correct signatory has signed quote before Purchase Order can be done
• Obtain tax invoice from the supplier
• Check supplier is loaded and correct documents obtained
• Draw up relevant schedules and sign off on schedules
• Submit to relevant sales person for customer sign off
• Original signed documentation
• Prepare pay-out documentation
• Take to legal for final sign offSubmit to risk for activation
• Receive payment confirmation from Rand
• Process Club McCarthy where applicable
• Manage projects for new contracts/ customers from inception to delivery
• Frontline support to the various sales departments
• Ensure agreed on timelines agreed to when attending requests
• Accuracy and attention to details
• Filing done daily
• Resolve customer queries
• General admin request received from the Manager

Document Control

• Ensure all processed documents are filed and scanned DMS and linked to CRM
• Legal and FICA requirements according to checklists and regulatory requirements
• Quotations
• Create and process new deals (including activation and pay-away)
• Monthly ODO updates
• Requests restructures, settlements and terminations where required

Montlhy Reporting

•  Monthly customer reports, prepare and interpret what the requirements are (deals terming, deviation, service due, licence expiring, fleet list, etc.)
•  Activities performed
•  ODO last updates report

General Reporting

•  As identified and required

LEARNING & DEVELOPMENT KEY PERFORMANCE AREAS

• Keep close to colleagues to determine if there are areas of need and assist where knowledge is lacking, share knowledge and assist with work load
• Create a positive working environment
• Contribution to making the department a great place to work
• Effort to forge & maintain quality inter-personal relationships
• Support and drive the business' core values
• Respond openly to feedback
• Promote the sharing of knowledge
• Show willingness to help others
• Manager one's own emotions (i.e. handling stress in a manner that does not disrupt the team effectiveness).
• Open to feedback and constructive criticism of performance
• Take ownership for driving own career development
• Achievement of objectives/ milestones set out in the development plan
• Development of knowledge base and intellectual property
• Broaden skills to ensure greater marketability and value within the Bank

Desired Skills:-

• Conscientiousness -
• word and excel skills
• Self Confidence
• Independent
• Leadership
• Microsoft Outlook
• Buidling Relationships
• Teamwork
• Energy and Drive
• Adaptability

Desired Work Experience:

• 2 to 5 years Admin Clerk

Desired Qualification Level:

• Grade 12 / Matric