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Divisional Legal Contracts Administrator

3 months ago

Durban, South Africa Adzuna ZA B C2 Full time
Minimum Job Requirements:
  • B.Com / Diploma in Business Administration/Contract Administration.
  • Minimum 3 to 4 years legal administration experience in a similar role.
  • Company secretarial; Intellectual Property knowledge; Governance and Risk Management; and Business administration studies a strong advantage.
Essential Competencies:
  • Legal:
  • Administer legal contract database.
  • Review and populate contracts.
  • Strong communication skills (verbal and written).
Knowledge:
  • Understanding of an experience in contracts administration process.
  • Experience in company records administration.
  • MS Office Suite (Excel, Word, PowerPoint, Outlook).
The Job:
Report to the Senior Contracts Administrator:
  • General Administration:
  • Maintain internal department supplier and lease agreement trackers.
  • Follow up on outstanding signatures on agreements and agreements in progress.
  • File and bind required SharePoint contracts register inputs.
  • Provide copies of agreements and statutory records to business units.
  • Maintain a schedule of legal costs in Excel and submit to Manager for approval, track payments with Creditors department.
  • Administrative and general support to Departmental Managers.
Establishing Legal Agreements and Correspondence:
  • Populate master legal agreements with party and contract details.
  • Review details completed in master legal agreements populated by business units.
  • Draft Addendums to agreements and correspondence under the guidance of the departmental management.
Approving Legal Agreements:
  • Compare expired agreement with the replacement agreement, identify changes and assess if the changes are in order, flag items of concern for management.
  • Review company information completed on legal documents.
  • Review third party amendments to agreements against latest legal version/comments to identify changes.
  • Review signed copy of agreements against approved signing version.
Signing of Agreements:
  • Administration of signing of all legal agreements and applications with authorised signatories and track for timeous close out.
  • Review all approved contracts and ensure that they are signed in accordance with the company Approvals Framework.
  • Review all approved contracts and company application to vendor for credit in vendor application pack and liaise with central procurement to ensure that they are completed and signed correctly.
Credit Applications:
  • Administrate the supplier/vendor credit applications process with business units and legal.
  • Review all submissions for the credit applications process and submit final documents to legal for review of legal terms and conditions.
Legal Database Records Management:
  • Administration of the internal department Contracts Log Tracker.
  • Upload new agreements and credit applications and update in SharePoint contracts register.
  • Continuous administration, management and review of contracts register.
  • Administration of contract register automated notifications for contracts reaching expiry and renewal of agreements on a monthly basis.
  • Liaise/follow up with responsible Manager for new replacement contract in respect of contracts reaching expiry to ensure that contracts are timeously in place.
Statutory Information and Company Information Records Management:
  • Administrate and maintain internal company information schedules.
  • Maintain and update company and business unit letterheads when a change arises.
  • Confirm statutory details with Company Secretarial on a quarterly basis.
  • Administrate and maintain the companys title deeds, and intellectual property (IP) records in SharePoint contracts register.
  • Administration of the master intellectual property schedules.
  • Maintain a tracking schedule of any open IP matters.
Reporting:
  • Update monthly contracts status report with new signed contract details (if any) and submit.
  • Extract the months SharePoint contracts register inputs report for management review.
  • Prepare weekly update on contract register status including outstanding signatures, contracts reaching expiry/renewal.
  • Prepare quarterly contracts register for Board pack.
Internal Control:
  • Monitor SharePoint contract register controls and report deviations to Manager.
Projects/Continuous Improvement:
  • Compile, collate and review information required for adhoc departmental projects.
  • Identify improvement opportunities and make recommendations for improvements.
  • Participate in Continuous Improvement initiatives.
Adhoc duties:
  • SHE - Quality Management system and policies and procedures.
  • Financial control - protect company assets (working capital & fixed assets).
  • Customer and supplier relations.