Overview
Contracts Administrator; Divisional Jobs in Durban, South Africa at Profile Personnel
Position: Contracts Administrator (Divisional)
Location: Durban
Minimum Requirements
Education:
- Grade 12 School Leaving Certificate.
- Diploma or Bachelor’s Degree in Business Administration, Legal Studies, or a related field (minimum NQF Level 6, minimum 2 years’ duration).
Experience:
- Minimum 2–3 years’ experience in a similar role.
Key Responsibilities
Administrative Checks on Agreements
- 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 (e.g. 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
- 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 i.e. SharePoint contracts register
- Read the relevant sections of the final signed agreement and populate details in SharePoint Contracts Register for required fields (i.e. 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
- Expiring contracts
- Renewal contracts
- Address administration requirements for contracts requiring archiving/approved for archiving
- Address administration requirements for contracts with WIP (work-in-progress) status
Company Records Administration
- Upload title deeds and intellectual property (IP) certificates in contracts database i.e. SharePoint contracts register
- Populate details in SharePoint Contracts Register for required fields (i.e. 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 i.e. 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 and manage SharePoint content as required.
Costs Administration
- Review attorney invoices for accuracy and submit for approval.
- Maintain fee schedules and track invoice payments.
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…
Title: Contracts Administrator; Divisional
Company: Profile Personnel
Location: Durban, South Africa
Category: