Contractor Compliance Administrator

The Legends Agency; Cape Town; On-site; ZAR 200,000 - 300,000; Full time

Job summary

The Legends Agency is seeking a Contractor Management & Compliance Coordinator based in Cape Town. This position involves overseeing contractor support, ensuring compliance, managing documentation, and optimizing internal processes within a fast-paced environment. Ideal candidates will possess strong organizational and communication skills, exhibit meticulous attention to detail, and have prior experience in administration or contractor management. A proactive mindset is essential for success in this role.

Qualifications

• Previous experience in administration, compliance, or contractor management.
• Strong organisational skills and meticulous attention to detail.
• Proactive attitude and ability to multitask under pressure.

Responsibilities

• Provide day-to-day support to contractors and ensure accurate documentation.
• Handle compliance tracking, manage contractor onboarding, and oversee finance management.
• Maintain system and database accuracy, and respond to communication in a timely manner.

Skills

Organisational skills

Time-management

Attention to detail

CRM proficiency

Communication skills

Job description

About the job Contractor Compliance Administrator

Contractor Management & Compliance Coordinator

R25,000/month (Negotiable based on experience)

Are you an organisational wizard with a passion for structure, detail, and efficiency? Were on the lookout for a Contractor Management & Compliance Coordinator to support and streamline our growing contractor network.

This role is perfect for someone who thrives in a fast-paced environment, takes initiative, and enjoys juggling multiple tasks from compliance tracking to coordinating travel, and managing databases to contractor onboarding.

What You'll Be Doing

Contractor Management

• Provide day-to-day support to current contractors
• Ensure documentation is accurate and up to date
• Manage contractors through the workflow post-compliance
• Track contractor start/return dates and check in on start days
• Coordinate travel and accommodation (flights, hotels, etc.)
• Collect/manage all relevant travel documents
• Handle contractor terminations and closeouts on CRM and Timesheet Portal
• Update contractor end dates, availability, and onboarding details
• Issue contracts and monitor sign-off status
• Organise uniforms and merchandise (PFR gear)
• Send termination notices on client request
• Continuously improve internal contractor processes

Compliance & Documentation

• Clean CRM data (country codes, skills, unsubscribed lists, availability)
• Attach and apply contracts via Legalesign
• Prepare amendment letters and payment method updates
• Keep client portfolios and crib sheets current
• Ensure Timesheet Portal info is accurate
• Identify and recommend process efficiencies

Timesheet & Finance Management

• Oversee weekly/monthly timesheet administration
• Chase unsubmitted timesheets and resolve payment queries
• Confirm invoicing requirements and share travel receipts with finance

System & Database Maintenance

• Update CRM candidate records and create accurate job entries
• Maintain tracking tools (whiteboards, Smartsheets, placement sheets)

Inbox & Communication Management

• Regularly clear and respond to the shared Aero inbox
• Send acceptance and onboarding emails
• Issue timesheet guides and update email templates as needed

What Were Looking For

• Previous experience in administration, compliance, or contractor management
• Strong organisational and time-management skills
• Meticulous attention to detail and data accuracy
• Comfortable using CRM systems and handling high volumes of information
• Excellent communication skillswritten and verbal (phone calls included!)
• A proactive mindset with a solutions-first attitude
• Ability to multitask and prioritise under pressure