Back-office and Contracts Specialist

Communication, Governance and Information, Legal Affairs, Maintenance / Inspection / Technology
- JOHANNESBURG-BIERMANN AV(ZAF)
- South Africa

**The B2B team seeks to appoint an**
**Back-Office and Contracts Specialist**

**You will be responsible for the following activities**:

- Manage the service delivery (quality and timeframes) of maintenance to customers
- Follow the service given by the contractors to ensure that they respect the terms and condition of the contracts
- Organise monthly performance review meetings with contractors and circulation of minutes of meetings
- Define with the contractors the performance improvement programmes.
- Manage effectively the contractors by ensuring the workload is well planned and payment is made timeously.
- Participate to writing the specifications and defining the scope of works for contracts renewal.
- Identify the needs of the customers, negotiate the SLAs and propose adaptations to the contracts,
- Work closely with Purchasing (management of current contract, negotiation, looking for new contractors) and accounting (for payment, posting of the invoices, budget follow-up) and the Technical Manager to plan efficiently the preventative and planned maintenance.
- Give assistance to the Technical Manager and Engineers for the deployment of new contracts and on the use of the reporting and KPIs,
- Prepare all the relevant information to realize self-billing or checking the invoices.
- Build up and follow the budgets for the contracts.
- Create and update equipment database on CMMS (Computerised Maintenance Management System) as per the tree structure of each operational activity.
- Process the creation, movement, and scrapping/disposal of assets within CMMS
- Update master data) in CMMS to ensure information available to Call-center agent is accurate.
- Manage maintenance process for “out of contract” work requests (Work Orders, Quotations, Purchase Requisitions, Purchase Orders, Goods receipting and closing of Work Orders).
- Upload Preventative Maintenance schedule on CMMS, General Trade, Lubes & Specialities and Mining ISPs weekly and monthly maintenance KPI reporting.
- Monitor CMMS dashboards and raise alerts for potential non-attainment of SLAs by the contractors
- Uploading of job cards, statutory certifications, audit and consultant reports in the CMMS.
- Manage some activities for organized technical/maintenance campaigns.

**Context and environment**

**Activity**:

- Management of Technical contracts performed by the several external contractors and management of all associated administrative work.
- Execution of back-office administrative tasks using various systems i.e. CMMS, SALSA, OPTIMA and Harmony in close liaison and coordination with maintenance engineers, Finance, Call-centre teams and B2B teams.

**Organization**:
The
- **Back-Office and Contracts Specialist** forms part of the Technical Division which is a service provider to the B2B and Lubes & Specialties departments. The Division is ultimately accountable for the provision and sustainability of the various equipment and infrastructures within these departments, to assure smooth operations.**Legal and HSEQ**:
Strict compliance to Occupational Health and Safety Act, Construction Regulations, Norms and Standards as determined by the Group.- Ensure that the contracts are adapted to the customers’ needs,
- Ensure that the contractors deliver what is expected,
- Ensure that the budgets allocated to contracts are respected.

You will be responsible for the administration of the B2B technical contracts for equipment and infrastructure and reports to the B2B Technical Manager.
- The perimeter covers approximately 45 Mining sites, 460 General Trade sites, which includes Transport, Construction & Cement and Agricultures. The scope also covers Lubes & Specialities installations.
- These contracts concern different domains (such as Pumps & Tanks, Signage, Electrical, Compressors, Fuel Management System equipment), using multi-disciplinary contractors and a budget of 150MZAr.
- You will ensure that the contracts are respected by service providers to guarantee an optimized availability for all the equipment and infrastructures.
- You are responsible for corrective and preventative maintenance of all the equipment and installations.
- You are responsible for corrective and preventative maintenance contracts of all the equipment and installations. Management of Preventative maintenance contracts performed by the several contractors and management of all associated administrative work.
- You will carry out the investments to make the sites compliant to the regulation and/or to the TotalEnergies rules and all the small investment works required by the customers (B2B and Lubes & Specialities) according to the allocated budget.
- Responsible for ensuring that contractor PO are issued on time and suppliers paid timeously
- Responsible for Contractor-Client Relationship in conjunction with Purchasing Divi