Contracts Administrator

Introduction Goscor Lift Truck Johannesburg and Durban are looking for a Contracts Administrator. Successful candidate to manage all maintenance contracts for lift trucks within the branch. The role ensures that contracts are accurately drafted, loaded, and maintained in the system, that service scheduling is supported through the monthly job listing, and that billing, returns, excess hours, and reporting processes are managed in coordination with Sales, Service, and Finance. The role also ensures that all contract documentation is complete, accurate, and audit-ready.

 

Duties & Responsibilities • Receive MOAs from Sales and verify all details (customer info, machine details, contract type) • Draft contracts accurately, ensuring correct terms, service intervals, and rates • Attach all required documents (credit applications, approvals) to each contract • Ensure signed contracts are received and filed • Load contracts into the system with correct machine, customer, and contract information • Update the monthly job listing with all contract machines due for service • Ensure contract status (active, expired, terminated) is reflected correctly • Share job listing with Service department for scheduling of preventative maintenance • Follow up on missing or incomplete service information with relevant departments • Prepare monthly invoices for long-term rentals, full maintenance contracts, and outright purchases • Liaise daily with Finance regarding invoice queries, credit notes, and approvals • Liaise with Customers regarding invoice & payment queries, credit notes, rate increases • Ensure quotation and billing workflows are completed in line with contract terms • Verify invoices against labour hours, parts used, and contract terms • Process contract terminations when machines are returned • Calculate excess hours per customer and site, based on machine usage • Prepare excess-hour quotations and send to customers for approval • Follow up with customers for outstanding excess hour and maintenance order numbers • Submit excess-hour billing to Finance accurately • Prepare monthly contract reports for management, including contract status, invoicing, and P&L contributions • Provide supporting documentation and analysis for profit-and-loss reviews • Maintain accurate, audit-ready contract files and system records • Ensure all contract changes, amendments, and renewals are updated in the system

Desired Experience & Qualification • Matric • Computer Literacy (MS Office – Excel, Word, Outlook). • 2 - 3 years’ experience in contracts or service administration. • Experience working with SLAs, invoicing, and job card administration.