Projects & Systems Administrator

7 days ago

Cape Town, South Africa SFG Engineering Services Full time

**Main Purpose**
The main purpose of this position is commercial administrative functions and related support for the
Projects Department and Company as well as Systems support to the entire business unit.

**Duties and Responsibilities**
**Bonds and Guarantees**
- Arrange bid bonds for tender purposes.
- Arrange for bonds and guarantees per the requirements stipulated under contract.
- Continually monitor the status and validity of all bonds and guarantees.
- Arrange for collection and return of all bonds and guarantees once expired.

**Contract Setup**
- Create sales order and contract structure, with job numbers on Syspro.
- Capture job costs accurately and ensure contract margins are correctly calculated.
- Setup working budget document in consultation with the projects coordinators /engineers.
- Incorporate **Syspro** information (sales order and job numbers) on working budget document.
- Prepare contract invoicing schedule against agreed contract milestone invoicing terms.
- Update invoicing and revenue forecast schedules.
- Compile contract commercial supporting documents for approval by management.

**Commercial Files**
- Prepare commercial files for all contracts.
- File all required contract commercial documentation in the commercial file.
- Ensure all relevant contract export documentation is filed for legal requirements.
- Prepare all requested documentation for audit.

**Invoicing**
- Ensure that sums are invoiced in accordance with agreed contract milestone invoicing terms.
- Ensure that invoicing is correctly done and matches purchase orders.
- Ensure all supporting documentation required in relation to invoicing is received, filed and

submitted with the relevant invoices.
- Monitor and follow up on payments and retentions.

**Commercial Reporting**
- Prepare weekly update reports.
- Prepare monthly commercial summary and reports.
- Maintain the contract amendment and variation order report.
- Prepare project close out documentation and reports on contract completion.

**Administration**
- All Syspro processing related to contracts.
- Interface and coordinate with group companies regarding commercial aspects of contracts.
- Monitor commercial processes and continually strive to identify areas of improvement.
- Provide a service to all customers contacting the company.

**Systems**
- Review the processing and execution of all departments within the business unit
- Identify system issues and propose ERP solutions
- Develop and implement ERP changes
- Train users to be proficient and responsible for ERP processing
- Monitor, maintain and support any ERP issues and processes

**Qualifications and Experience**
- Industrial engineering diploma / degree

**Special Requirements**
- Matric.
- A recognized financial tertiary qualification will be an advantage.
- Knowledge and proficiency of **Syspro is required** (Sales and Manufacturing)
- **SAP knowledge** will be an advantage
- **At least 3-5 years’ experience in the commercial administration field.**:

- **Experience in projects and commercial administration, including working with engineering and project personnel on contract commercial requirements.**:

- Computer literacy - excellent knowledge of Microsoft Windows, Microsoft Office (Outlook, Word, Excel and PowerPoint).

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