Job Description

Minimum Job Requirements:

• B.Com / Diploma in Business Administration/Contract Administration.
• Minimum 3 to 4 years legal administration experience in a similar role.
• Company secretarial; Intellectual Property knowledge; Governance and Risk Management; and Business administration studies a strong advantage.

Essential Competencies:

• Legal:

• Administer legal contract database.
• Review and populate contracts.
• Strong communication skills (verbal and written).
• Knowledge:

• Understanding of an experience in contracts administration process.
• Experience in company records administration.
• MS Office Suite (Excel, Word, PowerPoint, Outlook).

The Job:
Report to the Senior Contracts Administrator:

• General Administration:

• Maintain internal department supplier and lease agreement trackers.
• Follow up on outstanding signatures on agreements and agreements in progress.
• File and bind required SharePoint contracts register inputs.
• Provide copies of agreements and statutory records to business units.
• Maintain a schedule of legal costs in Excel and submit to Manager for approval, track payments with Creditors department.
• Administrative and general support to Departmental Managers.
• Establishing Legal Agreements and Correspondence:

• Populate master legal agreements with party and contract details.
• Review details completed in master legal agreements populated by business units.
• Draft Addendums to agreements and correspondence under the guidance of the departmental management.
• Approving Legal Agreements:

• Compare expired agreement with the replacement agreement, identify changes and assess if the changes are in order, flag items of concern for management.
• Review company information completed on legal documents.
• Review third party amendments to agreements against latest legal version/comments to identify changes.
• Review signed copy of agreements against approved signing version.
• Signing of Agreements:

• Administration of signing of all legal agreements and applications with authorised signatories and track for timeous close out.
• Review all approved contracts and ensure that they are signed in accordance with the company Approvals Framework.
• Review all approved contracts and company application to vendor for credit in vendor application pack and liaise with central procurement to ensure that they are completed and signed correctly.
• Credit Applications:

• Administrate the supplier/vendor credit applications process with business units and legal.
• Review all submissions for the credit applications process and submit final documents to legal for review of legal terms and conditions.
• Legal Database Records Management:

• Administration of the internal department Contracts Log Tracker.
• Upload new agreements and credit applications and update in SharePoint contracts register.
• Continuous administration, management and review of contracts register.
• Administration of contract register automated notifications for contracts reaching expiry and renewal of agreements on a monthly basis.
• Liaise/follow up with responsible Manager for new replacement contract in respect of contracts reaching expiry to ensure that contracts are timeously in place.
• Statutory Information and Company Information Records Management:

• Administrate and maintain internal company information schedules.
• Maintain and update company and business unit letterheads when a change arises.
• Confirm statutory details with Company Secretarial on a quarterly basis.
• Administrate and maintain the companys title deeds, and intellectual property (IP) records in SharePoint contracts register.
• Administration of the master intellectual property schedules.
• Maintain a tracking schedule of any open IP matters.
• Reporting:

• Update monthly contracts status report with new signed contract details (if any) and submit.
• Extract the months SharePoint contracts register inputs report for management review.
• Prepare weekly update on contract register status including outstanding signatures, contracts reaching expiry/renewal.
• Prepare quarterly contracts register for Board pack.
• Internal Control:

• Monitor SharePoint contract register controls and report deviations to Manager.
• Projects/Continuous Improvement:

• Compile, collate and review information required for adhoc departmental projects.
• Identify improvement opportunities and make recommendations for improvements.
• Participate in Continuous Improvement initiatives.
• Adhoc duties:

• SHE - Quality Management system and policies and procedures.
• Financial control - protect company assets (working capital & fixed assets).
• Customer and supplier relations.

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