Divisional Legal Contracts Administrator

SUMMARY:
Our client, a national manufacturing company, seeks your legal contracts administration experience to perform the administrative function of the Legal Contracts Database and support the Department Manager on legal, contractual and administrative requirements.

POSITION INFO:
Minimum Job Requirements:

• B.Com / Diploma in Business Administration / Legal.
• Minimum 2 to 3 years legal administration experience in a similar role.
• Contracts management administration experience essential.

• Administrative Checks on Agreements:
  • Compare signed copy of agreement against approved signing version.
  • Address administrative checks on final agreements prior to submission for signing.
  • Address administrative checks on signed agreements received from other party, prior to submission for internal signing.
  • Check legal agreements included in the vendor application pack is signed correctly and liaise with central procurement.
• Submission of Agreements for signing:
  • Update Contracts Log Tracker for all new or signed agreements.
  • Submit agreements for signing in accordance with the resolutions, Approval Framework, shareholder agreements and other applicable agreements.
  • Update Contracts Log Tracker in accordance with legal procedure.
• Contracts Management System Administration:
  • Upload signed agreements and credit applications in contracts database.
  • Ongoing administration and follow up with responsible Manager and track SharePoint Contracts Register Reports:
    • Outstanding signatures; and
    • Expired, expiring and renewal contracts.
• Company Records Administration:
  • Upload title deeds and intellectual property (IP) certificates in contracts database.
  • Populate details in SharePoint Contracts Register.
  • Review monthly IP portfolio updates from IP attorneys against contracts database.
  • 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.
  • Leases - prepare final signing version of lease agreement based on approved management’s approved amendments.
• 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 contracts status report with new signed customer contract details.
  • Export detailed report from SharePoint Contracts Register and filter on current agreements input.
  • Prepare monthly contracts register reporting for management review.
  • Populate monthly contracts register reporting stats template.
• General Administration:
  • Legal contract files - binding and safekeeping hard copies of signed contracts.
  • Provide copies of agreements from SharePoint Contracts Register and statutory records to business units upon when requested (adhoc).
  • Compare expired and new replacement contracts and highlight changes.
  • Administrative and general support to Departmental Managers..
• Projects:
  • Compile, collate and review information required for adhoc departmental projects.