Renewals Administrator

Job Summary

To provide service and support at the highest level. Supporting the day to day running of the renewals and bid team. The appointed person will have a wide spectrum of responsibility within the team including but not limited to preparation of renewal letters reviewing contract delivery margins using existing systems such as Alarm Master and KPI documents to extract the necessary information to do so. Ensuring renewal reports are regularly updated and maintaining consistent communication with customers throughout the renewal process. Ensuring that reporting and databases are current and continually updated.

Principal Responsibilities

• The formatting of on system renewal letters
• The contacting of customers to check renewals have been received
• The chasing of expiring renewals via phone and email
• Database (focal point) management of notes
• Ensuring that the contact details are up to date
• Liaising with other internal teams when necessary
• Overseeing the renewals inbox and responding to queries
• The ability to contribute to monthly calls to discuss renewals
• Obtaining pricing from subcontractors when needed
• Liaising with relevant internal staff members
• Regular review and updating of contract statuss to ensure supporting systems reflect a true picture of the maintenance base at any given time.
• There may be a requirement for Ad hoc travel between Trinity offices at times.

This is not intended to be an exhaustive list and the nature of this role requires the employee to take full responsibility for any relevant issues that develop or may be requested from time to time.

Accountable for:

• Providing first class service to customers
• Providing support to the renewals team
• Ensuring that proposals are developed and presented in line with customer expectations.
• Ensure that the renewals process document is strictly adhered to at all times.
• Meeting and exceeding KPI expectations

Scope of Financial Authority

In Line with agreed company financial signoff/approvals matrix

Key Competencies of experienced jobholder

Skills:

• Understanding client needs

• Highest level of customer service skill

• Sound Commercial understanding

• IT skills MS Word MS PowerPoint MS Outlook Advanced knowledge of MS Excel particularly desired
• Ability to work with others
• Excellent ability to prioritise workload
• Ability to resolve problems
• Able to independently plan an individual workload
• Ability to deal with customers
• Ability to deal with change
• Attention to detail

Technical knowledge:

• Fire and Security Industry knowledge preferred
• Commercial awareness

Standards (subject to training):

• An understanding of BS5839 LPS1014 and NSI Code of Practices a preference.
• Understand the relevant parts of the Trinity ISO9001 Quality System.

Documentation:

• PPM Schedules
• Basic proposal documents along with costing

Also responsible for ensuring that all quotations are presented in line with Trinity requirements and that all tender support documentation such as specifications and drawings are available

Health and Safety:

• Training will be provided in company H&S policy