Location: Ely, Cambridge
Type: Permanent
Hours: Full-time, 37.5 hours per week - Monday - Friday 08:30 am - 5:00 pm with one hour for lunch, unpaid.
Salary: £25,000 per year
OVERVIEW
ASL (Automated Systems Group Limited) has grown to be one of the UK’s top independent suppliers of office services focussing on Managed Print Services (MPS), Unified Communications and software/IT.
ASL offer impartial advice and consultancy, delivering a strategic focus and assisting companies to achieve improved productivity and cost savings whilst providing them with market-leading quality, service and reliability.
We are a company that looks to build every department on the principles of customer care.
SUMMARY
Responsible for co-ordinating and administering all aspects contracts, contractual clauses and changes. Handling the end-to-end process for set-up, general administration, renewals, terminations and communicating with relevant teams.
KEY RESPONSIBILITIES
Contracts & Invoicing:
- Set up contracts in accordance with the Service Agreement.
- Handle contract renewals and ensure accurate tracking and reporting of upcoming renewals.
- Support additional revenue generation by enforcing service agreement terms, such as recovering costs for unused toner, excess toner usage, and excess coverage.
- Apply contractual changes, including placing accounts on Time & Materials (T&M), implementing minimum billing and delivery charges, updating systems, and communicating changes as needed.
- Work closely with the Contract Manager to generate revenue opportunities and review contract profitability, applying contractual terms where appropriate.
- Collaborate with other teams to maximise customer opportunities and retention
- Generate invoices for final readings at the end of contracts and process machine returns.
- Administer the closure of contracts on Vantage and ensure all necessary steps are completed.
- Ensure all end-of-contract collection elements, such as data removal, are properly arranged.
- Perform general administrative tasks related to contract management.
Terminations:
- Administer contract terminations, including early terminations, ensuring that processes are followed according to due dates.
- Process contract terminations, generate termination quotes, negotiate where necessary, and issue final invoices to customers.
- Verify equipment ownership and arrange for returns where applicable.
- Collaborate with the warehouse team to confirm the ownership status of machines.
- Communicate and process contract terminations through Salesforce and Vantage while keeping Account Managers informed.
- Coordinate with relevant departments to ensure the smooth removal of devices from portals and internal systems.
- Notify Credit Control to place the customer on stop, minimizing unnecessary service visits and toner usage.
- Arrange for equipment to be returned to finance companies at the end of lease agreements, ensuring compliance with lease deadlines.
Other duties:
- Manage administrative tasks across various systems and communication channels, including FreshDesk.
- Provide coverage for the Lease Desk Supervisor during holidays and peak periods, assisting as needed.
- Assist the Billing Department during high-demand periods and when cover is required.
- Perform ad hoc duties as required.
KEY MEASUREMENTS
- Contracts must be set up on the day of installation.
- Queries should be resolved within 48 hours.
- Termination calculations must be accurate, and customers should receive timely responses.
- Effective communication must be maintained between customers and departments.
SPECIAL REQUIREMENTS
- Minimum of 1 years’ experience working within a Contract or Sales Support role
- Negotiation skills would be an advantage.
IN RETURN WE OFFER:
- Working hours Monday - Friday, 8:30am - 5:00pm with one hour for lunch, unpaid.
- Initially 25 Days annual leave in addition to Bank Holidays rising to 28 after 5 years service.
- Excellent training & development opportunities within a growing organisation.
- Partnership with charities that offer learning and development opportunities
- Life insurance.
- BUPA health assessment.
- Physical, mental and emotional wellbeing support for you and your family including bereavement counselling.
- Bereavement and probate service including counselling, funeral concierge support and will writing
- GP access 24/7, 365 days a year.
- Volunteering leave policy (2 days/15 hours per year).
- 10% TradePoint (B&Q) discount.
- Company social events.
- Free flu vaccines each winter.
- Free parking.
Any offer of employment is subject to satisfactory right-to-work and reference checks. Enhanced DBS checks will be carried out for field-based roles.
Pay: £25,000.00 per year
Benefits:
- Additional leave
- Bereavement leave
- Canteen
- Company events
- Company pension
- Employee discount
- Free flu jabs
- Free parking
- Health & wellbeing programme
- Life insurance
- On-site parking
- Paid volunteer time
- Referral programme
- Sick pay
- Store discount
- Transport links
Ability to commute/relocate:
- Ely CB7: reliably commute or plan to relocate before starting work (required)
Experience:
- Administrative: 1 year (required)
Work Location: In person
