Contract Administrator

5 days ago

Sandton, South Africa Bidvest Bank Full time

**Primary Purpose**

In alignment with the Bank strategy of customer centricity, the contract management is responsible for administrating the contract life cycle, from onboarding to end of contract, for all Lending (all types of facilities approved by the
Bank) and Leasing products as well as Customers. They will also adhere to policies, procedures, in line with regulatory requirements, provide support to stakeholders and other departments to achieve targets and goals as set by the company and ensure brand values.

**Minimum Requirements**

**Qualifications**
- Matric

**Experience**
- Broad-based administration experience

**Duties and Responsibilities include but not limited to**

CUSTOMER CENTRICITY

Service Excellence - Ensure customer service excellence
- Communicate vision and services
- Interface with customers where necessary
- Identify problem areas and ensure corrective action is taken
- Analysis of the month-end reports to ensure accuracy of data
- Interprets business/ customer requirements to provide timeous solutions
- Responsiveness: Speed of responses, reaction time, going the extra mile, turnaround

time
- Building relationships with customers and other departments

Queries - Escalate appropriate departments where necessary and follow up
- Queries to be addressed and resolved within 12 hours

Communication - Professional verbal and written communication
- Follow-up on outstanding matters
- Be patient, listen, and act on customers' requirements

OPERATIONAL EXCELLENCE

Management of Activities - Plan and evaluate workload
- Create, maintain and enhance effective working relationships with staff, customers

and service providers
- Seek, evaluate and organise information for action
- Exchange information to solve wider problems and assist in making these decisions
- Assist in developing and implementing standard procedures and policies
- Understand how the function impacts on other business units and ultimately on

business results
- Review business policies and procedures, and recommend changes where necessary
- General Administration duties

FICA - Receive FIC documents according to the correct FIC checklist from the Account

Manager.
- Do world checks and draw Experian/ CIPC disclosure to verify the information
- Sign checklist and submit to CVA for approval
- Keep all FIC document including the approval on record and on CRM/DMS

Legal approval - On approval of account or review of facility ensure that the relevant documents are

requested from the Account Manager
- Once all requirements are received from the customer submit to Legal for approval
- Submit legal approval to credit to get limit loaded
- Keep all legal documents including the approval on record and on CRM/DMS

FA Quotations - Add quotations on FA according to request received
- Sign off quote worksheet and amort/payment plan

Purchase Orders & Schedules - Approved quotes get converted to deals
- Ensure limit is loaded and correct signatory has signed quote before Purchase Order

can be done
- Obtain tax invoice from the supplier
- Check supplier is loaded and correct documents obtained
- Draw up relevant schedules and sign off on schedules
- Submit to relevant sales person for customer sign off

Pay-Out & Activations - Original signed documentation
- Prepare pay-out documentation
- Take to legal for final sign off
- Submit to risk for activation

Bidvest Bank May 2017
- Receive payment confirmation from Rand
- Process VAPS where applicable

Short Term Rentals - Obtain quotations from suppliers as and when required
- Interact with suppliers by placing orders, arranging change overs and terminations
- Ensure all invoices are received and presented at the beginning of the month for

payment
- Attend to all queries within specified time period
- Request quotation where required

End of Contract - Settlement requests, approvals, restructures, terminations are to be processed within

24 hours
- Ensure accurate information is sent to Trade Centre when requesting valuations on

FML and OR
- Terminations to be process as soon as proof of funds is received (Bank Statement) or

VRF and Make Good Costs Quotes received from the Regions
- Bulk restructures from the deviation report processed monthly
- Adhoc restructure and extension requests to be process timeously (follow-up with

Credit Department)
- Ensure feedback is given on requests processed (settlements, restructures etc.)
- Request for natis documents to be released where required and process paid up

letter
- Fuel card and e-tag administration (report and replace stolen/lost cards, order new

cards, analyse and report on fuel card usage/fraud identified)
- Cross Border Letters

Internal Processes - Document Control
- Ensure all processed documents are filed and scanned on the relevant server
- Legal and FICA requirements according to checklists and regulatory

requirements
- Ensure relevant documents during the life span of the deal is added to the

deal file
- Record when files h

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