Contracts Administrator

SUMMARY:
The Contracts Administrator is responsible for the administration, preparation, processing, monitoring and renewal of customer contracts within an Office Automation Company. The role ensures that all contractual documentation is accurate, up to date, properly signed, filed and compliant with company procedures.
The successful candidate will work closely with the sales team, finance department, technical department, suppliers and customers to ensure the effective management of contracts relating to photocopiers, printers, Managed Print Services (MPS), maintenance agreements, software solutions, service-level agreements (SLAs) and equipment rentals or leases.

1. Key duties and responsibilities

• Prepare, process and maintain customer contracts, lease agreements, rental agreements and maintenance contracts.
• Ensure that all contracts are completed accurately and signed by the relevant parties.
• Verify customer information, pricing, contract terms, equipment details and payment conditions before processing.
• Maintain an organised electronic and physical contract filing system.
• Update the company's contract register and ensure all documentation is easily accessible.
• Monitor contract commencement dates, expiry dates, renewal dates and cancellation notice periods.
• Notify the relevant sales representatives of contracts approaching expiry or renewal.
• Process contract amendments, upgrades, cancellations and extensions in accordance with company policies.
• Ensure that all supporting documentation is received and filed correctly.

• Administer contracts relating to photocopiers, multifunction printers, printers and related office automation equipment.
• Capture and maintain equipment serial numbers, installation addresses, meter readings, billing information and contract periods.
• Ensure that equipment schedules and machine allocations correspond with the signed agreements.
• Assist with the administration of cost-per-copy agreements, click charges, service fees and monthly rental charges.
• Liaise with the technical department regarding installations, equipment movements, upgrades and machine removals.
• Monitor contract information relating to consumables, maintenance and service-level agreements.

• Work closely with sales executives to ensure contracts are submitted correctly and processed timeously.
• Follow up on outstanding signatures, customer documents and supporting information.
• Assist with preparing contract quotations and documentation for new business.
• Liaise professionally with customers regarding contract documentation, renewals and amendments.
• Provide the sales team with updated contract information and renewal reports.
• Assist with resolving contract discrepancies and escalating issues where necessary.

• Liaise with the finance department to ensure that contracts are correctly captured for invoicing.
• Verify monthly rental amounts, service fees, billing details and agreed pricing.
• Assist with identifying discrepancies between signed contracts and invoices.
• Ensure that contract changes are communicated to finance promptly.
• Support the reconciliation of contract records against customer accounts.
• Maintain accurate records for audit purposes and internal reporting.

• Ensure contracts are processed in accordance with internal policies and approval procedures.
• Maintain confidentiality of customer information and commercially sensitive documentation.
• Track missing documentation, unsigned contracts and contracts awaiting approval.
• Prepare regular reports on active contracts, expiries, renewals and outstanding paperwork.
• Escalate contractual risks, discrepancies and unusual terms to management.
• Ensure that records are maintained in accordance with applicable company policies and legislation.

POSITION INFO:
. Minimum qualifications and experience Grade 12 \/ Matric is essential. A diploma or certificate in Business Administration, Office Administration, Contract Management, Finance or a related field would be advantageous. Minimum of 2-3 years' experience in contracts administration or a similar administrative position. Previous experience in the office automation, IT, telecommunications, equipment rental or technical services industry would be advantageous. Experience working with service agreements, rental contracts, maintenance contracts or recurring customer contracts is beneficial. Technical skills Proficient in Microsoft Office, particularly Excel, Word and Outlook. Experience with CRM, ERP, accounting or contract management systems. Accurate data capturing and document management skills. Ability to maintain contract registers and generate expiry and renewal reports. Good numerical skills and the ability to verify pricing, rental amounts and contract terms. Ability to work with electronic filing systems and PDF documentation.