Contracts Administrator

Contracts Administrator

Empact Group | Gqeberha, EC, ZA

Posted 24 days ago

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Job category: Others: Administrative Support and Secretarial Contract: Permanent EE position: Yes Introduction Main Purpose of the job;The incumbent will be responsible to effectively manage administration within a specified area and provide support to the Regional Manager. Education and Experience Matric Secretarial, Office Administration and PC related Diploma or certificate Minimum 2 years experience in an administrative environment SAP Have own transport Be able to work flexible hours as and when required Knowledge, Skills and Competencies Fully computer literate on MS Office, MS Outlook, Advanced Word, Excel and PowerPoint skills Strong administrative skills with the ability to work in a pressurized environment, prioritizing and meeting competing demands in a professional manner Ability to deal with sensitive information in a confidential and professional manner (essential) Demonstrate confidence and assertiveness Demonstrate a professional work ethic, integrity and loyalty Excellent communication skills, both verbal and written Team player – prepared to help when the others are overburdened Excellent interpersonal skills Good numeric and administrative skills Must be able to multitask Must be able to work under pressure and meet deadlines Ability to interact effectively across all levels Discretion and confidentiality are essential attributes required for this role Key Areas of Responsibility Comply with all health and safety legislation ,policies and procedures. Comply with the Code of Ethics and Compass Code of Business Conduct. Preparation of Credit Notes. Updating VI’s with New, Additional & Reductions of SLA’s. Preparing SLA packs for the RM to authorize. Taking minutes at Operations Meetings. Filing and control of ISO paper flow. Arranging appointments for Regional Manager. Assisting/resolving of client complaints/queries. Record all queries in a client book to ensure all matters are forwarded and resolved timeously. Co-ordinate of service levels at contracts. The co-ordination of the monthly inspection reports and client calling schedules to be prepared for RM comment and authorisation before submission. Drawing up of Client/Contract lists and keeping updated on a regular basis to reflect recent changes to client contracts. Preparation of reports for SMM General-correlating information from the Operations Managers for any non-conformances raised by the day before the meeting. Provide general admin support to RM & Service Managers. Control processing of consolidated and monthly costings and proposals, fuel reports, expense forms, long service awards, special jobs. Implementation and maintaining of client files, IOD files and incident reporting files. Update the divisional files on the common drive monthly. Customising the site inspections. Update the dashboard monthly. Co-ordinate the submission of worksite activities. Order uniforms from approved suppliers/vendors and ensure prices are correct before submitting for authorisation. Processing monthly stock sheets and submit hard copy to the RM for authorisation. Ensure that a reconciliation is done when there is an overspend or as per the RM’s instruction. Update the staff files after training. Training register. Quotations and proposals for all new ,additional business must be completed as per the SAP quotation process. Run reports from SAP on a monthly basis and to ensure that all required VI’s have been raised. Schedule a set date with the RM on the 20 th of each month to approve/sign off the verified schedule. Ensure that SJ’s are handed in for billing on an ongoing basis throughout the month and to schedule a meeting the with RM to give final sign off ensuring that all accepted SJ quotes have been billed. Ensure that all new engagements are checked and submitted to payroll by the 14 th of the month. Update timesheets on an ongoing basis in line with correct costing and check timesheets before submitting to the RM