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

Monitor Rental Power Systems Admins inbox

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

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

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

Robust 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

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:

1-3 years related Work experience in any of the following areas:

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 notdiscriminate 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.

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📌 Rental Contract Administrator - Power & Energy (Alberta)
🏢 Finning
📍 Alberta