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Job Summary
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.
- 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).
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 company’s 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 month’s 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.
Sharon Nurock Recruitment cc
Recruiter
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