Contracts Administrator – O&M Services

STELO GROUP; Noord-Kaap; On-site; ZAR 300,000 - 420,000; Full time

Job summary

STELO GROUP is seeking a Contracts Administrator for a mining project site in the Northern Cape. You will manage day-to-day administration of the O&M services contract, oversee labour records, ensure contractual compliance, and submit invoices in a timely fashion.

Key duties include timesheet verification, invoicing accuracy, and regular reporting to the client while liaising with site operations and finance to resolve issues and maintain compliance with mining regulations.

Qualifications

• Bachelor's degree in Quantity Surveying, Business Administration, Law, Finance, or related field.
• Minimum 5 years' experience in contract administration, preferably in mining, construction, or O&M services.
• Strong knowledge of contract law, labour regulations, and service agreements.
• Experience with timesheet systems, ERP platforms, and invoicing processes.
• Excellent communication and negotiation skills.
• Prior experience working in West Africa or remote project environments is an advantage.

Responsibilities

• Interpret and apply the terms of the O&M Services Contract to daily operations.
• Maintain accurate records of contract deliverables, obligations, and variations.
• Monitor compliance with contractual requirements, including labour provision and service standards.
• Collect, verify, and reconcile timesheets for all contractor personnel on site.
• Ensure timesheets are approved by client representatives in line with contract requirements.
• Track labour hours against contractual limits, budgets, and KPIs.
• Prepare and submit monthly invoices based on verified timesheets and agreed rates.
• Ensure invoices are accurate, complete, and compliant with client requirements.
• Liaise with finance teams to track payments, resolve discrepancies, and manage cash flow.
• Act as the primary point of contact for the client's contract administration team.
• Address queries, provide supporting documentation, and resolve disputes promptly.
• Support site management in communicating contractual obligations to supervisors and labour teams.
• Produce regular reports on labour utilization, contract performance, and invoicing status.
• Maintain audit-ready records of timesheets, approvals, and invoices.
• Ensure compliance with mining labour laws, mining regulations, and client policies.

Skills

Contract interpretation

Timesheet reconciliation

Invoice preparation

ERP systems

Analytical thinking

Interpersonal skills

Cross-cultural communication

Education

Bachelor's degree in Quantity Surveying

Tools

ERP systems

Job description

Position Overview

The Contracts Administrator will be responsible for the day-to-day administration of the Operations & Maintenance Services Contract between the contractor and the mining client. This role ensures accurate management of labour and service records, compliance with contractual obligations, and timely submission of invoices. The administrator acts as the key interface between site operations, finance, and the client's contract management team.

Position Overview

The Contracts Administrator will be responsible for the day-to-day administration of the Operations & Maintenance Services Contract between the contractor and the mining client. This role ensures accurate management of labour and service records, compliance with contractual obligations, and timely submission of invoices. The administrator acts as the key interface between site operations, finance, and the client's contract management team.

Key Responsibilities

• Contract Administration
  • Interpret and apply the terms of the O&M Services Contract to daily operations.
  • Maintain accurate records of contract deliverables, obligations, and variations.
  • Monitor compliance with contractual requirements, including labour provision and service standards.
• Timesheet Management
  • Collect, verify, and reconcile timesheets for all contractor personnel on site.
  • Ensure timesheets are approved by client representatives in line with contract requirements.
  • Track labour hours against contractual limits, budgets, and KPIs.
• Invoicing & Financial Control
  • Prepare and submit monthly invoices based on verified timesheets and agreed rates.
  • Ensure invoices are accurate, complete, and compliant with client requirements.
  • Liaise with finance teams to track payments, resolve discrepancies, and manage cash flow.
• Client & Stakeholder Liaison
  • Act as the primary point of contact for the client's contract administration team.
  • Address queries, provide supporting documentation, and resolve disputes promptly.
  • Support site management in communicating contractual obligations to supervisors and labour teams.
• Reporting & Compliance
  • Produce regular reports on labour utilization, contract performance, and invoicing status.
  • Maintain audit-ready records of timesheets, approvals, and invoices.
  • Ensure compliance with mining labour laws, mining regulations, and client policies.

Qualifications & Experience

• Bachelor's degree in Quantity Surveying, Business Administration, Law, Finance, or related field.
• Minimum 5 years' experience in contract administration, preferably in mining, construction, or O&M services.
• Strong knowledge of contract law, labour regulations, and service agreements.
• Experience with timesheet systems, ERP platforms, and invoicing processes.
• Excellent communication and negotiation skills.
• Prior experience working in West Africa or remote project environments is an advantage.

Skills & Competencies

• Technical: Contract interpretation, timesheet reconciliation, invoice preparation, ERP systems.
• Analytical: Attention to detail, financial accuracy, risk identification.
• Interpersonal: Client relationship management, conflict resolution, cross-cultural communication.
• Operational: Ability to work under pressure, meet deadlines, and adapt to changing project demands.

Working Conditions

• Based at the mining project site in the Northen Cape with regular interaction with client offices.
• Extended rotations in remote areas with limited infrastructure.
• Must comply with strict health, safety, and environmental standards.
• Exposure to high-volume labour administration and complex stakeholder environments.