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Contracts Administrator

1 month ago

eThekwini Metropolitan Municipality, South Africa SHARON NUROCK RECRUITMENT CC Full time
Minimum Job Requirements:
  • Matric essential.
  • Bachelor's Degree or Diploma in Legal / Business Administration essential.
  • Minimum 2 to 3 years legal administration experience in a similar role.
  • Contracts management administration experience essential.
The Job:
Report to the Senior Contracts Administrator:
  • Administrative Checks on Agreements:
    • Compare signed copy of agreement against approved signing version.
    • Address administrative checks on final agreements prior to submission for signing.
    • Address administrative checks on signed agreements received from other party, prior to submission for internal signing.
    • Check legal agreements included in the vendor application pack is signed correctly and liaise with central procurement.
  • Submission of Agreements for signing:
    • Update Contracts Log Tracker for all new or signed agreements.
    • Submit agreements for signing in accordance with the resolutions, Approval Framework, shareholder agreements and other applicable agreements.
    • Update Contracts Log Tracker in accordance with legal procedure.
  • Contracts Management System Administration:
    • Upload signed agreements and credit applications in contracts database.
    • Ongoing administration and follow up with responsible Manager and track SharePoint Contracts Register Reports:
      • Outstanding signatures; and
      • Expired, expiring and renewal contracts.
  • Company Records Administration:
    • Upload title deeds and intellectual property (IP) certificates in contracts database.
    • Populate details in SharePoint Contracts Register.
    • Review monthly IP portfolio updates from IP attorneys against contracts database.
    • Update IP portfolio action items tracker for all new requirements and update status for progress based on managements correspondence with the IP Attorneys and monthly IP portfolio update received.
  • Lease Agreements:
    • Lease tracker updating - record new requirements and update status for progress on lease items based on management and business correspondence.
    • Leases - prepare final signing version of lease agreement based on approved managements approved amendments.
  • Costs Administration:
    • Review invoices from Attorneys to ensure correct business unit is invoiced and submit invoices for management approval.
    • Update fee schedules for invoices received and status of payment received from finance, submit to management for review.
  • Reporting:
    • Update monthly contracts status report with new signed customer contract details.
    • Export detailed report from SharePoint Contracts Register and filter on current agreements input.
    • Prepare monthly contracts register reporting for management review.
    • Populate monthly contracts register reporting stats template.
  • General Administration:
    • Legal contract files - binding and safekeeping hard copies of signed contracts.
    • Provide copies of agreements from SharePoint Contracts Register and statutory records to business units upon when requested (adhoc).
    • Compare expired and new replacement contracts and highlight changes.
    • Administrative and general support to Departmental Managers.
  • Projects:
    • Compile, collate and review information required for adhoc departmental projects.