Rental Contracts Administrator

Jobtailor; Johannesburg; On-site; ZAR 180,000 - 300,000; Full time

Job summary

Jobtailor in Johannesburg, South Africa, seeks an experienced Credit/Accounts Administrator for truck rentals. You will prepare contracts, verify customer details, and capture data in Automaster and Fleetmaster, while handling invoicing, reconciliations and credit notes.

You will maintain strong customer relationships and ensure policy compliance. Requires Matric with maths/accounting and a Finance/Administration diploma; 3+ years in a debtors or truck rental environment.

Qualifications

• Matric with maths and/or accounting.
• Minimum 3 years working experience in a Truck Rental / Commercial Vehicle environment or debtors environment
• Diploma in Finance or administration (advantageous).
• Advanced knowledge of MS Office, particularly Excel (formulas, VLOOKUP and pivot tables).
• In-house system and product knowledge.
• Knowledge of NCA, Company Act and other applicable legislation.
• Good communication skills and ability to deal with adversity.
• Ability to meet deadlines and work independently and under pressure.
• Respect for other team members and commitment to the overall good of the department.
• Adhering to principles and values
• Relating and networking
• Delivering results and meeting customer expectations
• Analysing
• Following instructions, procedures and policies
• Planning and organising
• Attention to detail and accuracy
• Applicants must have been employed in their current role for a minimum of 1 year

Responsibilities

• Prepare rental contracts for new and existing customers while ensuring credit approval and Credit Policy compliance
• Obtain and verify customer legal names, pricing and contact details with clients and sales
• Obtain required signatures and supporting documents before capturing contracts and requesting account openings in Automaster and Fleetmaster
• Print, file and digitally store signed contracts and supporting documents
• Notify Fleet and Cost Controllers about new contracts so rental registers and Cancom can be updated
• Update debit order details for new rental contracts
• Create monthly reconciliations and invoice rental amounts for SZA and SFZ Rentals
• Capture credit notes and re-invoice customers according to policy
• Manage and monitor supplier invoices and submit debit order lists to the credit department
• Coordinate and claim bank allocations
• Resolve account queries and customer complaints
• Follow up returned debit orders and outstanding accounts and elevate as required
• Provide documentation for legal handover and ensure customers receive statements, invoices and demand letters
• Submit deposit refunds to the credit department
• Assist Sales Representatives with credit applications, outstanding documents, expired contracts and renewals
• Prepare purchase orders and transfer requisitions in D365
• Approve supplier invoices in Exflow
• Maintain insurance account documentation, payments and excess invoices
• Assist walk-in and telephone customers with rental process queries
• Maintain positive customer relationships during verbal and written communication

Skills

Contract Management

Invoicing

Financial Reconciliation

Supplier Invoice Management

Credit Application Assistance

Data Analysis

Attention to Detail

Deadline Management

Document Preparation

Legal Compliance Knowledge

Good Communication Skills

Team Collaboration

Customer Service Orientation

Problem Solving

Planning and Organising

Analysing

Following Instructions

Attention to Detail and Accuracy

Education

Matric with maths and/or accounting

Diploma in Finance or Administration

Tools

Automaster

Fleetmaster

D365

Exflow

Job description

• Prepare rental contracts for new and existing customers while ensuring credit approval and Credit Policy compliance
• Obtain and verify customer legal names, pricing and contact details with clients and sales
• Obtain required signatures and supporting documents before capturing contracts and requesting account openings in Automaster and Fleetmaster
• Print, file and digitally store signed contracts and supporting documents
• Notify Fleet and Cost Controllers about new contracts so rental registers and Cancom can be updated
• Update debit order details for new rental contracts
• Create monthly reconciliations and invoice rental amounts for SZA and SFZ Rentals
• Capture credit notes and re-invoice customers according to policy
• Manage and monitor supplier invoices and submit debit order lists to the credit department
• Coordinate and claim bank allocations
• Resolve account queries and customer complaints
• Follow up returned debit orders and outstanding accounts and elevate as required
• Provide documentation for legal handover and ensure customers receive statements, invoices and demand letters
• Submit deposit refunds to the credit department
• Assist Sales Representatives with credit applications, outstanding documents, expired contracts and renewals
• Prepare purchase orders and transfer requisitions in D365
• Approve supplier invoices in Exflow
• Manage insurance account documentation, payments and excess invoices
• Assist walk-in and telephone customers with rental process queries
• Maintain positive customer relationships during verbal and written communication

Requirements

• Matric with maths and/or accounting
• Minimum 3 years working experience in a Truck Rental / Commercial Vehicle environment or debtors environment
• Diploma in Finance or administration (advantageous)
• Advanced knowledge of MS Office, particularly Excel (formulas, VLOOKUP and pivot tables)
• In-house system and product knowledge
• Knowledge of NCA, Company Act and other applicable legislation
• Good communication skills and ability to deal with adversity
• Ability to meet deadlines and work independently and under pressure
• Respect for other team members and commitment to the overall good of the department
• Adhering to principles and values
• Relating and networking
• Delivering results and meeting customer expectations
• Analysing
• Following instructions, procedures and policies
• Planning and organising
• Attention to detail and accuracy
• Applicants must have been employed in their current role for a minimum of 1 year

Core Competencies

Demonstrates expertise in preparing rental contracts, ensuring compliance with Credit Policy, and managing customer accounts effectively. Proficient in financial documentation, invoicing, and maintaining positive customer relationships while adhering to relevant legislation.

Highest-signal resume keywords

• Rental Contract Preparation
• Credit Policy Compliance
• Advanced MS Excel Skills
• Truck Rental Industry Experience
• Customer Relationship Management

Hard Skills

• Contract Management
• Invoicing
• Financial Reconciliation
• Supplier Invoice Management
• Credit Application Assistance
• Data Analysis
• Attention to Detail
• Deadline Management
• Document Preparation
• Legal Compliance Knowledge

Soft Skills

• Good Communication Skills
• Ability to Deal with Adversity
• Team Collaboration
• Customer Service Orientation
• Problem Solving

Certifications & Qualifications

• Matric with Maths and/or Accounting
• Diploma in Finance or Administration

Industry Keywords

• Truck Rental
• Commercial Vehicle
• NCA
• Company Act
• Debtors Environment

Tools & Technologies

• Automaster
• Fleetmaster
• D365
• Exflow