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Divisional Legal Contracts Administrator

3 months ago

Durban, South Africa SHARON NUROCK RECRUITMENT CC 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.