Contracts Administrator (Divisional)

Profile Personnel; Durban; On-site; ZAR 200 000 - 300 000; Full time

Job summary

An established industry player is seeking a detail-oriented Contracts Administrator to manage and oversee legal agreements and contracts. This role involves conducting thorough administrative checks, maintaining accurate records in a contracts management system, and ensuring compliance with internal controls. The ideal candidate will possess strong organizational skills and a keen eye for detail, ensuring that all agreements are processed efficiently. Join a dynamic team where your contributions will have a significant impact on the organization's operations and success.

Qualifications

• Minimum 2 years' experience in a similar role.
• Proficiency in SharePoint and contract management systems.

Responsibilities

• Conduct administrative checks on agreements and ensure accuracy.
• Manage contracts and maintain records in SharePoint.
• Prepare and submit agreements for signing.

Skills

Attention to detail

Organizational skills

Time management

Communication skills

Education

Grade 12 School Leaving Certificate

Diploma or Bachelor's Degree in Business Administration

Legal Studies or related field

Tools

SharePoint

Contracts Management Systems

Job description

Location: Durban
Period: FTC - 2 Months
Closing date: (04 February at 12:00pm)

Minimum Requirements

1. 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).
2. Experience: Minimum 2–3 years' experience in a similar role.

Key Responsibilities

1. 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 legal agreements included in the vendor application pack are signed correctly and liaise with central procurement to address corrections prior to vendor approval.

Submission of Agreements

• Update Contracts Log Tracker for all signed agreements received and new agreements to be signed.
• Submit agreements for signing in accordance with resolutions, Approval Framework, shareholder agreements, and other applicable agreements.
• Update Contracts Log Tracker throughout the signing process to ensure timely closure.
• Distribute signed agreements to requestors.

Contracts Management System Administration

• Upload signed agreements and credit applications in the contracts database (e.g., SharePoint).
• Read relevant sections of final signed agreements and populate details in SharePoint Contracts Register (e.g., commencement date, party names, signature dates, etc.).
• Ongoing administration and follow-up with responsible managers.

Reports

• Manage reports on outstanding signatures, expired contracts, expiring contracts, and renewal contracts.
• Address administrative requirements for contracts requiring archiving and those with WIP status.

Company Records Administration

• Upload title deeds and IP certificates in the contracts database and SharePoint.
• Review monthly IP portfolio updates from IP attorneys against the contracts database and indicate variances to management.

Lease Agreements

• Update lease tracker and follow up with business units and landlords.
• Prepare final signing versions based on approved amendments.

SharePoint Administration

• Manage SharePoint content and files as required.

Costs Administration

• Review attorney invoices for accuracy and maintain fee schedules.

Reporting

• Update monthly OEM contracts status report with new signed contracts.
• Export detailed reports from SharePoint Contracts Register for management review.

General Administration

• Maintain legal contract files and provide copies upon request.

Internal Control

• Adhere to company policies and internal controls.
• Monitor and report SharePoint system anomalies.

Competencies

• Attention to detail.
• Strong organizational and time management skills.
• Proficiency in SharePoint and contract management systems.
• Excellent communication and reporting skills.