Contracts Controller

Job Title : Contracts Controller

*Durban based role. Strictly Durban applicants to apply.

Role Purpose

To manage client supply contracts and overall procurement activities end-to-end—ensuring stock availability, accurate pricing, operational efficiency, supplier performance, and exceptional customer service. The role drives stock planning, purchasing, Pricing, contract maintenance, forecasting, reporting, and cross-functional collaboration to meet contractual deliverables.

Key Responsibilities

1. Contract Pricing, Repricing & Profitability Management

• Partner with Sales during bidding processes, highlighting preferred brand representation, risks on non-stocked items, and pricing considerations.
• Execute pricing and repricing for contract line items based on market trends, supplier increases, and cost fluctuations.
• Manage pricing requests from Sales and ensure accuracy in all contract quotations.
• Negotiate preferred supplier pricing for the duration of contracts to maintain margins.
• Analyse contract profitability and recommend cost-saving and margin-improvement strategies.

2. Procurement & Inventory Management to Meet Stock Turn and Fill-Rate Targets

• Procure stock in line with demand, lead times, and safety stock to prevent stockouts.
• Identify common buyout items and recommend conversion to stocked lines based on usage and sales input.
• Set minimum stock levels on fast-moving items using supplier lead times and sales trends.
• Use Netstock (or equivalent) to guide procurement decisions, understand demand drivers, and adjust orders based on forecasts.
• Expedite supplier orders and monitor ETAs to maintain delivery commitments.
• Initiate stock rotations with key suppliers to reduce slow- and non-moving inventory.

3. Forecasting, Planning & CX+ Alignment

• Collaborate with Demand Planning to ensure contract forecasts and general demand data are accurate, timely, and aligned to customer expectations.
• Share insights on stock availability, new stocked items, product changes, and pricing updates with Sales and other stakeholders.
• Support the creation and maintenance of recommended selling prices in Sage and CRM.

4. Contract Stock Availability & Forward Planning

• Ensure awarded contract items—especially preferred brand lines—are stocked for fast turnaround times.
• Raise forward orders or call-off orders proactively to mitigate long supplier lead times.
• Ensure procurement and invoicing for both stocked and buyout contract items happen within contract lead-time requirements.
• Review contract back orders regularly and act to maintain promised lead times.
• Escalate potential stockouts early to Sales Leads and customers.

5. Contract Maintenance & Data Accuracy

• Maintain accurate contract records, including awarded line items and contract terms.
• Ensure customer SKUs are correctly loaded and mapped to the correct Sage codes.
• Process contract updates within customer-defined turnaround times.
• Maintain internal data and system structures for accurate and efficient order flow.

7. Customer Service & Delivery Performance

• Ensure contracts are serviced according to customer expectations and internal standards.
• Oversee order intake and processing to ensure fulfilment accuracy and deadlines are met.
• Ensure goods are delivered within agreed timelines and address exceptions proactively.
• Provide reliable communication and feedback to customers, Sales, Procurement, and internal teams.

8. Reporting & Governance

• Maintain oversight of contractual terms and escalate risks or compliance concerns to Sales Leadership.
• Produce weekly back order reports for relevant managers and supervisors.
• Prepare monthly contract reports, highlighting risks, concerns, performance metrics, and recommendations for improvement.
• Communicate insights across Sales, Procurement, and Management teams.

Note:

This role may include additional responsibilities aligned with operational requirements and organisational priorities.

Competencies

• Critical thinking and structured problem-solving
• Strong sense of urgency; ability to meet tight deadlines
• Excellent attention to detail and accuracy
• Strong planning, organising, tracking, and reporting capabilities
• Ability to build effective relationships with customers, suppliers, and internal teams
• Clear communication skills (verbal, written, electronic)
• Trustworthy, reliable, accountable
• Agile and adaptable; able to multitask and rotate within the Operations Team
• Strong negotiation and stakeholder engagement skills

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