| 19 October 2016


A vacancy exists and Quince Capital for a Contract Administrator, reporting to the Contracts Manager.

Purpose of position:
Check legality and compliance of contracts and load contracts for mid-month and month-end discounting. Scanning of all discounted contracts and other documentation related to contracts onto an electronic filing system and filing of all scanned contracts. Handling of all customer related queries, returning of expired and settled contracts to franchises, metro-filing ad ad-hoc responsibilities.

• Computer literacy (Word, Excel, Outlook).
• Ability to work under pressure.
• Deadline driven.
• High accuracy standards.
• Good organisational and multi-tasking skills.
• Good communication skills.

Duties and Responsibilities

o Checking and loading of contracts
• Receive, check and load contracts correctly.
• Ensure that all upgrades are done.
• Resolve queries with franchises and escalate to Contracts Manager if unresolved.
• Ensure that all the pay-outs are sent to Finance Department before the cut off time.
• Email the authorisation of pay-out to franchises on day of pay-out.

o Month end reporting
• Compile a report showing all outstanding documentation per franchise for each client and this must be submitted to the Contracts Manger on the 2nd working day of the new month.
• The outstanding documentation report must also be sent through to the contracts person at the franchise, relationship managers and contracts manager every Friday.

o Expired and Settled Contracts
• Retrieve and send to franchises all expired and settled contracts on a monthly basis according to deadlines set.

o Customer Service
• Ensure high level and maintenance of customer service for all franchises, relationship managers and the internal customers.
• Maintain one-hour turnaround time for contracts requested.

o Internal Control
• Take responsibility for collection and balancing of all VAT invoices.
• Ensure that the expired and settled letters are signed by the franchise and returned as proof that the franchise received the contracts.
• Take responsibility for collection and filing of outstanding documentation.

o Scanning and Filing of Contracts and other documentation relating to contracts
• Check to the fray-pay and AS400 loading report provided for completeness.
• Communicate any discrepancies with the contracts manager.
• Scan and file the contracts in line with monthly deadlines.
• All franchise correspondence to be filed with the relevant contract.

o Maintenance of contracts, filing, and retrieval logbook
• All contracts retrieved from the filing room must be entered into the logbook and signed for by the person requesting the contract.
• Ensure that the contract are returned on the same day that they are taken, the logbook must also be signed as proof of return.

o Maintenance of the Laserfiche system
• Liaise with contracts manager on all aspects of the function.
• Inform contracts manager of any system errors or software problems.
• Report equipment and software problems to the relevant support.

o Ad-hoc responsibilities
• Perform any other reasonable request from management.
• Liaison with other departments.
• Review rental and main agreements when requested by franchises.
• Assist credit vetting department with submissions and indexing of documentation.

o Ad-hoc responsibilities
• Perform any other reasonable request from management
• Assist with ad-hoc project: Ensure that the department is in a position to help with any ad-hoc project as needed
• Liaison with other departments
• Customer queries and complaints: To be dealt with swiftly and put in proper controls and measurements to prevent instances from re-occurring
• Review rental and main agreements when requested by franchises
• Assist credit vetting department with submissions and indexing of documentation.

This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.

If you are interested in this vacancy please submit your CV to Matshepo Mlaba, Human Resources, Please indicate which position you are applying for.
Should you not hear from us 2 weeks after the submitting your CV, please take it that your application has not been successful.