Rental Contract Administrator - Power & Energy

Job description

Company: Finning Canada Number of Openings: 1 Worker Type: Permanent Position Overview: Are you organized, detail-oriented, and looking to start your career in an administrative role? As a Rental Contract Administrator at Finning, you will be responsible for the support of the overall rental process and management of on-site active contracts. This role is a great way to build your career in a stable and supportive environment. Location: Edmonton, AB – Power and Energy Schedule: Monday to Friday | 37.5 hours/week Job Description: Document Management – 45% Prepare and send the proformas to Rental Contract Advisors for completed work to be reviewed Responsible for creating accurate BOLs, filing within the Server and releasing to the correct groups in a timely manner ensuring they meet all Audit processes Assist with Filing and Audit process within team folder structures adhering to proper process Monitor Rental Power inbox and flag emails accordingly Alert RCAs of any urgent matters Monitor Rental Power Systems Admins inbox Receive POs and send in for payment Investigate any issues with missing invoices, other AP inquiries Adjust Re-Rent POs as needed Maintenance Customer Order (MCO) Management – 35% Support the Rental Contract Advisor in the management of service process and customer communication Initiate service requests via Case submission process Open Maintenance Customer Orders & Work Orders, job binders & packages All filing related to the above within the Server Maintain & Update Smartsheet with current WOs, invoiced WOs, any follow-up work Assign SWIP daily and update SWIP notes appropriately Check on tech timecards & service notes and follow up as needed to make sure all time is correct and in the WO. Add and reading through service notes to create invoice notes for proformas Action any important follow-up items to Rental Contract Advisors Follow up on parts orders for upcoming jobs as needed Add miscellaneous expenses as needed into WOs Internal Communications – 20% Capture progress of MCO from service operations team ensuring that it is accurately documented within the MCO & electronic job binder Communicate to the service operations team of any deficiencies during the MCO life cycle Meetings: Participation / engagement in scheduling meetings / key stakeholder calls. Follow through on any action items that are assigned during those meetings. Job Scope Progress: Awareness of changes to commitment dates and final charges provided at scheduling meetings and updating all MCO records & storing changes in electronic job binders communicating back to the correct team members so they can communicate to our external customers Competencies: Customer Focus: Being successful means continuously paying attention to customer needs and adapting as these evolve. This heightens the importance of building strong customer relationships and delivering customer centric solutions. Cultivates Innovation: Paying attention to what customers want and need – new and improved products, services, solutions, and experiences. Taking initiative and collaborating with people who have diverse points of view. Embrace the mindset you and Finning are never done, never satisfied, never standing still. Drives Results: Infusing the team and organizations with a sense of urgency. Creating a culture where organizational performance is always top of mind. Communicating a vision, setting priorities, developing and executing plans that achieve the desired outcome for Finning. Courage: Being comfortable with the conflict that is inherent to being a champion of an idea or course of action. Meeting tough situations head-on to constructively resolve them. Saying what needs to be said at the right time, to the right person, in the right manner to effect change. Specific Skills: Self-motivated Ability to work with minimal supervision Strong attention to detail Strong verbal and written communication skills Strong interpersonal skills Collaborative, responsive and service-oriented Ability to multi-task and prioritize urgencies Process driven Strong organization and time management skills Strong ability to manage shared inboxes and mass emails High degree of proficiency working in: Infor, Salesforce, Caterpillar/Dealership Warranty Software, Caterpillar/Dealership Technical Software, Rentalman an asset Knowledge: MS Office – Outlook/Excel/Word Understanding of all policies related to the Rental Process Understanding of Finning’s policies and procedures Understanding of Service Work in Progress (SWIP) management MCO’s, WO’s, Time and Parts follow-up Knowledge of Salesforce and Case system Understanding of CAT/Non-CAT warranty types and process Understanding of key performance metrics for the role, team and department Understanding the financial impacts of billing, repair and service work processes Accountability: Accountable to support the Service Work in Progress (SWIP) process and identify the aging of work orders Compliance of all service work orders with Finning’s Service Operations process Accurately receiving and adjusting POs as needed and submitting invoices for posting and payment Accountable for correct, legible, and quality service reports and completed proper work orders and operations BOL accuracy including proper documentation and filing for Audit & TDG Following the Audit process Maintain Smart Sheet updates and reminders for accuracy Represent the company in a professional and ethical manner and maintain effective and strong relationships with service providers, contractors, vendors, all PS employees, Finning employers, while maintaining confidentiality Education & Experience: Grade 12 education at a minimum Post Secondary education in a related discipline considered an asset: Administration Business Management Accounting/Finance 1-3 years related Work experience in any of the following areas: Document control Process Development Equipment Rental Field/Shop Service Coordination Coordination/Administration in Construction/Oilfield/Forestry At Finning, we prioritize creating a diverse and inclusive environment. We are proud to be an equal opportunity employer, and we actively encourage all individuals to express themselves and achieve their full potential. As a company, we continuously strive to enhance our outreach to individuals of all backgrounds and identities. We do not discriminate against applicants based on gender identity, race, national and ethnic origin, religion, age, sexual orientation, marital and family status, and/or mental or physical disabilities. Furthermore, Finning is committed to collaborating with and providing reasonable accommodations /adjustments to individuals with disabilities. If you require an adjustment/accommodation at any point during the recruitment process, please inform your recruiter.