Contracts Administrator

SIA Compressors and Generators; Glasgow; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company in machinery distribution is seeking a Contracts Administrator for their Glasgow head office. The successful candidate will manage service contracts, assist with invoicing, and provide customer support related to machine monitoring systems. With competitive benefits and opportunities for personal development, this role is ideal for those with strong attention to detail and relevant experience.

Benefits

Competitive Salary, reviewed yearly

30 days annual leave, increasing with service

Free on-site parking

Health and wellbeing plan

Employee Assistance Programme

Access to high street discounts

Salary Exchange pension scheme

Life assurance of three times annual salary

Employee referral programme

Qualifications

• Previous experience in contract administration or similar role required.
• Strong attention to detail and excellent organisational skills essential.
• Ability to work collaboratively across departments and manage documentation.

Responsibilities

• Prepare and manage Service Contracts and Hire Agreements.
• Handle invoicing for Service Contracts and support sales teams.
• Conduct thorough inspections and coordinate repair actions.

Skills

Attention to Detail

Organisational Skills

Multitasking

Proficiency in Microsoft Office

Education

Experience in Contract Administration

Experience in Accounts or Sales Support

Tools

Livelink Systems

Microsoft Excel

Job description

We are looking for a Contracts Administrator to join our growing team at our Head office in Glasgow. As a Contracts Administrator you will play a crucial role in supporting our depots with contract creation, invoicing, and LiveLink management - our machine monitoring system.

This role would suit someone with strong attention to detail and experience in contract administration, accounts, sales administration, or service support.

Hours: 8.30am – 5pm, Monday – Friday. Based at our Dennistoun office.

Who are we?

The Scot JCB Group is made up of Scot JCB, Scot Agri, SPS and SIA Compressors & Generators.

Scot JCB has been supplying and servicing JCB machinery throughout Scotland and the North of England for over 60 years. We sold our first machine in 1956 and have grown into a highly specialised machinery distribution company operating through a network of 15 depots from Fraserburgh in the North East of Scotland to Carnforth in Lancashire. Scot JCB is the largest JCB distributor in the UK and we pride ourselves on providing our customers with world class service.

This Role Involves

Administering Service Contracts

• Prepare and manage Service Contracts and Hire Agreements across all depots
• Establish and process Direct Debits for Service Contracts
• Handle invoicing for Service Contracts and Hire Agreements
• Assist sales teams with contract documentation and administrative support
• Provide support to the Accounts Department and customers regarding invoice queries
• Liaise with the Service Department to resolve contract-related inquiries
• Verify warranty and retail dates for contracts
• Procure Machine Care Packages and oversee contract creation and invoicing
• Generate purchase orders and ensure accurate processing
• Maintain and update Machine Care & Service Contract Sales Spreadsheets for Sales teams
• Record and track sales commissions
• Match invoices in posting proposals to ensure financial accuracy
  
  

Providing Livelink Support

Role

JCB Livelink is an innovative telematic subscription service that allows customers to have complete control over their machinery in one place. As part of this role, you would:

• Activate and manage Livelink contract renewals, cancellations, and purchases
• Generate and manage Livelink Contract Renewal Reports
• Contact customers regarding Livelink Contract Renewals
• Provide support to customers on Livelink, guiding them on navigation and functionality
  
  

Coordinating Thorough Inspections and Machine Health Checks

Both Thorough Examinations (CTE) And Machine Health Checks (MHC) Are Carried Out By Our Engineers. The Purpose Of These Is To Ensure Our Customers Machinery Is Operating Safely. You Would

• Conduct fact-checking and notify supervisors of defects identified during inspections
• Identify and report anomalies in data, such as incomplete or missing engineer submissions
• Coordinate with service supervisors to arrange corrective repairs for identified defects and to track success rates of any work secured
• Issue finalised reports and certificates to customers
• Process invoicing for CTE inspections
• Track and analyse the frequency of defects discovered
• Compile monthly reports detailing the success rate of remedial work following CTE inspections and revenue generated from MHC activities
  
  

The Ideal Candidate Will Have

• Experience in contract administration, accounts, or sales support preferably within the construction, agriculture, or motor vehicle industry
• Strong attention to detail and the ability to manage complex documentation
• Excellent organisational skills and the ability to multitask effectively
• Proficiency in Microsoft Office Suite, particularly Excel for tracking and reporting
• Ability to collaborate with different departments and communicate professionally with customers
• Experience with Livelink systems would be beneficial, but is not essential as training would be provided
  
  

In Return You Will Receive

• A competitive salary, reviewed yearly
• Free on-site parking
• 30 days annual leave, increasing with length of service up to a total of 35 days
• The option to buy/sell up to 5 days annual leave per year
• Health and wellbeing plan - cashback for dentist, opticians, physio and more
• Employee Assistance Programme - free counselling and legal advice
• Access to high street discounts and savings through Perks
• Salary Exchange pension scheme
• Life assurance of three times your annual salary
• Employee referral programme