Contract Co-Ordinator – Birmingham

Reports To: Birmingham Contracts Team Leader.

Physical Base: Brearley street office, B19 3NT.

Working Hours: 08.30 – 17.00 Monday – Friday (1 Hour lunch between 13.00 – 14.00).

Holidays: 25 annual leave days (3 to be taken during Christmas shutdown)

Job Purpose

As a key member of the team you will be required to assist with contract management, occasional site visits and processing orders.

 

You should be able to demonstrate a flexible hands-on approach with excellent communication and problem-solving ability as well as delivering a highly focused and pro-active level of customer service.

You will perform all tasks necessary in the processing of a customer order, from time of order receipt to completion of deliveries and in the process meeting or exceeding the customer’s expectations and instructions.

Duties

  • To review and process on the AX system, contract orders received by estimating, email, fax or any other means in accordance with the appropriate company procedure.
  • Liaise with the customer to establish correct delivery address, clarifying any ambiguous information and all TBA lines, including handing of handed items, rebate details, etc.
  • Qualify the type of delivery required with the customer i.e. phased, bulk or “door by door”. Should a “door by door” service be required, prepare and issue the relevant documentation to the Warehouse.
  • As well as sending an automated sales confirming, contract co-ordinators will be required to courtesy the project manager. With the aim of introducing themselves as the main point of contact and establishing a dialogue with the customer which is verbal.
  • Check for any 3rd party involvement in the project i.e. door suppliers, factory fitting etc.
  • Build long term working relationships with Contractors and advise on positive/negative feedback to the sales representatives.
  • Review client changes to determine whether a revision is required or an adjustment to the sales order is adequate. If in doubt, this is to be discussed with the departmental team leader in the first instance.
  • If a small revision is required, update schedule using AX, issue direct to customer and obtain addendum order to cover changes.
  • To answer general price enquiries from reception, direct calls or via email. • To answer and deal with technical queries either via email or telephone.
  • To attend initial “kick-off” meetings with estimators and sales representatives when deemed necessary by Contracts team leader.
  • Liaise with Technical Representative in clarifying master key on complex systems.
  • To file and review all paperwork connected with contract order in the designated filing system.
  • Performing housekeeping tasks in connection with orders under your responsibility.
  • Proactively inform customers of the delivery status of their order including any delays that may have been communicated via our Purchasing Department.
  • To view release order picking reports daily and raise all pick notes by 11.00am wherever possible in accordance with the customers’ delivery requirements.
  • To review TBA queries and proformas.
  • Daily review of delinquent orders report for overdue deliveries instigating actions on other departments to ensure customer delivery requirements are met.
  • To regularly review open orders and correct delivery dates where appropriate.
  • To ensure all orders are fully acknowledged through the AX system.
  • To send out any maintenance manuals and “longform” copy of the quote in all instances.
  • To assist the Management log and action all customer complaints.

Key Competencies

  • Organised and able to multitask.
  • Able to work under pressure to deadlines.
  • Excellent customer service skills.
  • Excellent telephone manner.
  • Ironmongery technical knowledge.
  • Ability to think analytically.
  • Be a competent and consistent planner.
  • Ability to act on own initiative & make decisions.

Key Skills

  • IT Literate – MS Office, Projects, etc.
  •  Interpersonal Skills.
  • Good communication skills both oral and written.
  • Project Management.
  • Problem Solving.
  • Administrative skills.

What Will Success Look Like In 6 Months?

  • You will have intermediate knowledge of all Allgood core products and offering.
  • You will be successfully project managing small to medium sized projects (£10-50K).
  • You will be familiar with and working to all departmental processes and procedures.
  • You will be acting on your own initiative, managing your own day and workload and prioritising you daily duties.

What Will Success Look Like In 12 Months?

  • Robust relationships with the top specifiers within the given area
  • Traceable uplift in order intake because of the relationships that have been built through increased quote conversion
  • Increase in Sales through both Joinery Contractor and Main Contractors because of improved relationships
  • Identified and approached 1-3* accounts to develop into 4-5*
  • Sizeable increase in Quote Conversion

Relevant Experience

  • Experience of co-ordinating ironmongery projects from point of order to delivery.
  • Experience of the ironmongery trade, with over 2 years’ experience in a similar role.Not essential but preferred…
  • Experience of working with Microsoft Projects.

Relevant Education

Not essential but preferred…

  • GAI qualified (or part qualified).

Allgood Shared Values and Conduct

Shared values

  • To think and act safely always
  • To comply with the law
  • To care for the environment
  • To ensure our colleagues are at the heart of all that we do, providing on-going development, training and support

Rules of conduct

  • Integrity and fairness
    • Respect for everyone – no ego or arrogance
    • Take personal responsibility
    • To act upon facts and real issues – not beliefs and suppositions
  • Openness and clarity
  • Enthusiasm
  • Professionalism – do the right thing, every time, and collaborate

If you wish to apply for this position, you can submit your application in confidence to our Human Resources department. Please forward your CV along with a covering letter by completing this form.