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Contracts Administrator

1 month ago

Durban, KwaZulu-Natal, South Africa Profile Personnel Full time

Location: Durban

Period: FTC - 2 Months

Closing date: (04 February 2025 at 12:00pm).

Minimum Requirements

Education:

  • Grade 12 School Leaving Certificate.
  • Diploma or Bachelor's Degree in Business Administration, Legal Studies, or a related field (minimum NQF Level 6, minimum 2 years' duration).

Experience:

  • Minimum 2–3 years' experience in a similar role.

Key Responsibilities

Administrative Checks on Agreements

  • Compare signed copy of agreement against approved signing version and highlight changes (where we are the second party signing)
  • Address administrative checks on final agreements prior to submission for signing (e.g. Party details are correct, all pages included, internal business units signing addressed, etc.)
  • Address administrative checks on signed agreements received from other party, prior to submission for internal signing
  • Check that the legal agreements included in the vendor application pack is signed correctly and liaise with central procurement to ensure to address corrections prior to approval of vendor

Submission of Agreements

  • Update Contracts Log Tracker for all signed agreements received
  • Update Contracts Log Tracker for new agreements to be signed
  • Submit agreements for signing in accordance with the resolutions, Approval Framework, shareholder agreements and other applicable agreements
  • Update Contracts Log Tracker throughout signing process, in accordance with legal procedure and ensure timeous close out
  • Distribute agreements once signed to requestor

Contracts Management System Administration

  • Upload signed agreements and credit applications in contracts database i.e. SharePoint contracts register
  • Read the relevant sections of the final signed agreement and populate details in SharePoint Contracts Register for required fields (i.e. commencement date, party names, signature dates, effective date of contract, duration of agreement, renewal option, dates for renewal notices, termination clause details, email addresses for notifications, etc.)
  • Ongoing administration, follow up with responsible manager and tracking of SharePoint Contracts Register Reports:
  • Outstanding signatures
  • Expired contracts
  • Expiring contracts
  • Renewal contracts
  • Address administration requirements for contracts requiring archiving/approved for archiving
  • Address administration requirements for contracts with WIP (work-in-progress) status

Company Records Administration

  • Upload title deeds and intellectual property (IP) certificates in contracts database i.e. SharePoint contracts register
  • Populate details in SharePoint Contracts Register for required fields (i.e. party names, signature dates, duration of certification, renewal option, renewal dates, email addresses for notifications, etc.)
  • Review monthly IP portfolio updates from IP attorneys against contracts database i.e. SharePoint contracts register and indicate any variances to management
  • Update IP Portfolio action items tracker for all new requirements and update status for progress based on management's 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. Follow up with business units and landlords on behalf of management, where feedback is outstanding
  • Leases - prepare final signing version of lease agreement based on approved management's approved amendments

SharePoint Administration

  • Upload files and manage SharePoint content as required.

Costs Administration

  • Review attorney invoices for accuracy and submit for approval.
  • Maintain fee schedules and track invoice payments.

Reporting

  • Update monthly OEM contracts status report with new signed customer contract details (if any)
  • Export detailed report from SharePoint Contracts Register and filter on current months agreements input, and submit for management review, together with current Contracts Log Tracker
  • Prepare monthly contracts register reporting for management review by exporting report from SharePoint Contracts Register and providing current status
  • Populate monthly contracts register reporting stats template based on current months inputs into SharePoint Contracts Register and current status of contracts, and submit to management for review

General Administration

  • Legal contract files - binding and safekeeping hardcopies of signed contracts
  • Provide copies of agreements from SharePoint Contracts Register and statutory records to business units upon when requested (ad-hoc)
  • Compare expired and new replacement contracts, or two versions of an agreement and highlight/note changes
  • Administrative and general support to departmental managers, when required

Internal Control

  • Adhere to company policies and internal controls.
  • Monitor and report SharePoint system anomalies.

Competencies

  • Attention to detail.
  • Strong organizational and time management skills.
  • Proficiency in SharePoint and contract management systems.
  • Excellent communication and reporting skills.