Contracts Administrator -Group Services

SUMMARY:
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POSITION INFO:

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.

Qualifications Required:

• Matric/ Grade 12 Certificate
• Diploma (NQF 6) or Degree in Business Administration, Legal or related field

Experience:

• Minimum of 2-3 years’ experience in a similar role

Key Performance Areas

Administrative checks on Agreement:

• Compare signed copy of agreement against approved signing version and highlight changes (where we are the second party signing)
• Address administrative checks on final agreements prior to submission for signing (eg. Party details are correct, all pages included, internal business units signing addressed, etc.)
• Address administrative checks on signed agreements received from other party, prior to submission for internal signing
• Check that the legal agreements included in the vendor application pack is signed correctly and liaise with central procurement to ensure to address corrections prior to approval of vendor.

Submission of Agreements for signing:

• Update Contracts Log Tracker for all signed agreements received
• Update Contracts Log Tracker for new agreements to be signed
• Submit agreements for signing in accordance with the resolutions, Approval Framework, shareholder agreements and other applicable agreements
• Update Contracts Log Tracker throughout signing process, in accordance with legal procedure and ensure timeous close out
• Distribute agreements once signed to requestor

Contracts management system administration:

• Upload signed agreements and credit applications in contracts database ie. SharePoint contracts register
• Read the relevant sections of the final signed agreement and populate details in SharePoint Contracts Register for required fields (ie. commencement date, party names, signature dates, effective date of contract, duration of agreement, renewal option, dates for renewal notices, termination clause details, email addresses for notifications, etc.)
• Ongoing administration, follow up with responsible manager and tracking of SharePoint Contracts Register Reports:
• Outstanding signatures
• Expired contracts o Expiring contracts
• Renewal contracts
• Adress administration requirements for contracts requiring archiving/approved for archiving
• Adress administration requirements for contracts with WIP (work-in-progress) status

Company records administration:

• Upload title deeds and intellectual property (IP) certificates in contracts database ie. SharePoint contracts register
• Populate details in SharePoint Contracts Register for required fields (ie. party names, signature dates, duration of certification, renewal option, renewal dates, email addresses for notifications, etc.)
• Review monthly IP portfolio updates from IP attorneys against contracts database ie. SharePoint contracts register and indicate any variances to management
• Update IP Portfolio action items tracker for all new requirements and update status for progress based on management’s correspondence with the IP attorneys and monthly IP portfolio update received.

Lease agreements:

• Lease tracker updating - record new requirements and update status for progress on lease items based on management and business correspondence
• Follow up with business units and landlords on behalf of management, where feedback is outstanding
• Leases - prepare final signing version of lease agreement based on approved management’s approved amendments

SharePoint Administration:

• Upload files on SharePoint on an ad hoc basis

Costs Administration:

• Review invoices from attorneys to ensure correct business unit is invoiced and submit invoices for management approval
• Update fee schedules for invoices received and status of payment received from finance, submit to management for review

Reporting:

• Update monthly OEM contracts status report with new signed customer contract details (if any)
• Export detailed report from SharePoint Contracts Register and filter on current months agreements input, and submit for management review, together with current Contracts Log Tracker
• Prepare monthly contracts register reporting for management review by exporting report from SharePoint Contracts Register and providing current status
• Populate monthly contracts register reporting stats template based on current months inputs into SharePoint Contracts Register and current status of contracts, and submit to management for review

General Administration:

• Legal contract files - binding and safekeeping hardcopies of signed contracts
• Provide copies of agreements from SharePoint Contracts Register and statutory records to business units upon when requested (ad-hoc)
• Compare expired and new replacement contracts, or two versions of an agreement and highlight/note changes
• Administrative and general support to departmental managers, when required

Internal Control:

• Comply with Internal Controls
• Monitor SharePoint contract register controls and report deviations to manager

Should you wish to apply please email your CV through to Marlene Williams at . Only shortlisted candidates will be
contacted. Should you not receive a response within 14 days please consider your application unsuccessful. We will keep your CV on our database for any other relevant roles that may arise.