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Contracts Administrator

2 months ago

Durban, KwaZulu-Natal, South Africa Profile Personnel Full time
Job Purpose:

To perform the administrative function of the legal contracts database (SharePoint Contracts Register) and support the departmental management on legal, contractual, and administrative requirements for the business.

Key Responsibilities:
  • Administrative Checks: Compare signed copies of agreements against approved signing versions, highlight changes, and address administrative checks on final agreements prior to submission for signing.
  • Submission of Agreements: Update Contracts Log Tracker for all signed agreements received, submit agreements for signing in accordance with the resolutions, Approval Framework, shareholder agreements, and other applicable agreements.
  • Contracts Management System Administration: Upload signed agreements and credit applications in contracts database, read relevant sections of final signed agreements, and populate details in SharePoint Contracts Register for required fields.
  • Company Records Administration: Upload title deeds and intellectual property certificates in contracts database, populate details in SharePoint Contracts Register for required fields, and review monthly IP portfolio updates against contracts database.
  • Lease Agreements: Record new requirements and update status for progress on lease items, follow up with business units and landlords on behalf of management, and prepare final signing versions of lease agreements.
  • SharePoint Administration: Upload files on SharePoint on an ad hoc basis.
  • Costs Administration: Review invoices from attorneys to ensure correct business unit is invoiced, submit invoices for management approval, and update fee schedules for invoices received.
  • Reporting: Update monthly OEM contracts status report, export detailed reports from SharePoint Contracts Register, and prepare monthly contracts register reporting for management review.
  • General Administration: Provide copies of agreements from SharePoint Contracts Register and statutory records to business units, compare expired and new replacement contracts, and provide administrative and general support to departmental managers.
  • Internal Control: Comply with Internal Controls and monitor SharePoint contract register controls, reporting deviations to manager.