Rental Contract Administrator - Power & Energy

Finning International Inc.; Edmonton; On-site; CAD 42,000 - 54,000; Full time

Job summary

Finning Canada is seeking a Rental Contract Administrator in Edmonton to support the rental process, manage on-site active contracts, and ensure accurate document control.

You will work with teams to process POs, maintain WOs, and keep Smartsheet updates, while upholding audit standards and providing timely customer communications.

Qualifications

• Grade 12 education at a minimum; post-secondary education is an asset.
• Experience in document control, admin coordination or service coordination.
• Familiarity with rental processes and financial workflows.

Responsibilities

• Document management including preparing proformas and POs with audit-ready filing.
• Maintenance Customer Order (MCO) management and service coordination.
• Internal communications and updating stakeholders on MCO progress.

Skills

Attention to detail

Verbal and written communication

Organizational skills

Time management

Self-motivated

Teamwork / collaboration

Customer service orientation

Education

Grade 12 education minimum

Post-secondary education in Administration/Business/Finance asset

Tools

Infor

Salesforce

Rentalman

Caterpillar warranty software

MS Office – Outlook/Excel/Word

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.

About Us

Finning is the world's largest Caterpillar dealer delivering unrivalled service for over 80 years. The company sells, rents and provides parts and service for equipment and engines to customers in various industries, including mining, construction, petroleum, forestry and a wide range of power systems applications. Finning employs approximately 14,500 people world-wide and operates in three geographies, with the head office in Vancouver, BC, Canada.

OUR DIVISIONS

Finning International Inc. is the corporate head office of the publicly traded corporation, which is listed on the Toronto Stock Exchange under the symbol: FTT. Finning Canada is the authorized dealer for Caterpillar products in British Columbia, Alberta, Saskatchewan, the Northwest Territories, and a portion of Nunavut. Finning South America is the authorized dealer for Caterpillar products in Chile, Argentina, and Bolivia. Finning UK and Ireland is the authorized dealer for Caterpillar products in the United Kingdom and Ireland. Rental of equipment is facilitated through the dealership locations as well as The Cat Rental Store locations in Finning Canada and Finning South America. OEM Remanufacturing - OEM, a Finning enterprise, is one of North America's most advanced engine and powertrain component remanufacturing providers and is located in Edmonton, Alberta.