Job Description

Minimum Job Requirements:

• Matric essential.
• Diploma in Legal / Business Administration essential.
• Minimum 1 to 2 years legal administration experience in a similar role.
• Contracts management administration experience essential.

The Job:
Report to the Senior Contracts Administrator:

• Administrative Checks on Agreements:

• Compare signed copy of agreement against approved signing version.
• Address administrative checks on final agreements prior to submission for signing.
• Address administrative checks on signed agreements received from other party, prior to submission for internal signing.
• Check legal agreements included in the vendor application pack is signed correctly and liaise with central procurement.
• Submission of Agreements for signing:

• Update Contracts Log Tracker for all new or signed agreements.
• Submit agreements for signing in accordance with the resolutions, Approval Framework, shareholder agreements and other applicable agreements.
• Update Contracts Log Tracker in accordance with legal procedure.
• Contracts Management System Administration:

• Upload signed agreements and credit applications in contracts database.
• Ongoing administration and follow up with responsible Manager and track SharePoint Contracts Register Reports:

• Outstanding signatures; and
• Expired, expiring and renewal contracts.
• Company Records Administration:

• Upload title deeds and intellectual property (IP) certificates in contracts database.
• Populate details in SharePoint Contracts Register.
• Review monthly IP portfolio updates from IP attorneys against contracts database.
• Update IP portfolio action items tracker for all new requirements and update status for progress based on managements 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.
• Leases - prepare final signing version of lease agreement based on approved managements approved amendments.
• Costs Administration:

• Review invoices from Attorneys to ensure correct business unit is invoiced and submit invoices for management approval.
• Update fee schedules for invoices received and status of payment received from finance, submit to management for review.
• Reporting:

• Update monthly contracts status report with new signed customer contract details.
• Export detailed report from SharePoint Contracts Register and filter on current agreements input.
• Prepare monthly contracts register reporting for management review.
• Populate monthly contracts register reporting stats template.
• General Administration:

• Legal contract files - binding and safekeeping hard copies of signed contracts.
• Provide copies of agreements from SharePoint Contracts Register and statutory records to business units upon when requested (adhoc).
• Compare expired and new replacement contracts and highlight changes.
• Administrative and general support to Departmental Managers..
• Projects:

• Compile, collate and review information required for adhoc departmental projects.

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