Contracts Admin Assistant 75166

Your functions in brief to our Contracting Manager shall include: - Scan of Contract Documents Rename & Capture on Server Filing of said documents to ensure that all documents are circulated as per procedure Completing of Requisitions & Distribution thereof Compiling of Operating & Maintenance Manuals Compiling of Sub-Contractor Files Distribution, capturing and filing of Factory Works Orders Supervising, controlling, and recording the Quality Assurance process Purchase orders & Monthly Creditors Sub-contractor Allowance Breakdown requested & processed Follow up with suppliers re: Deliveries Initializing of slack channels for new projects received Opening thread in slack channels Updating Click Up Channel Control of Installer Documents Scan of Documents Factory Works Orders Hand over Documents Operating & Maintenance Manuals; Health & Safety File Delivery Notes Job Cards Sub-contractor Allowance Breakdowns Quality Assurance Renaming of Scanned Documents After above mentioned documents are scanned, it needs to be renamed & Captured to the relevant project listed on Contracts Installation Register. A back up of these documents are being kept on the server. Filing of Scanned Documents Factory Work Orders, Quality Assurance Hand over documents need to be filed in the cabinet in Contracts office. Delivery Notes will be signed back with the Debtors & Finance Administrator Repairs Job Cards will be left in the filing room for the Reception & Admin Support to file. Purchase orders to be filed in the creditors file. Buy-Out Purchase Orders The Contracts Admin Assistant will generate the order requisitions based on Project Costing Sheets The Contracts Admin Assistant will process Pastel Purchase Orders upon receipt of authorized Purchase Order Requisitions from Contracting Manager The Contracts Admin Assistant will request quotations from relevant suppliers to compare with quotation received from Sales The Contracts Admin Assistant will then be tasked to get the orders authorised & emailed to supplier. The Contracts Admin Assistant need to rename & save onto relevant project file in Contracts Installation Register. A back-up of the documents is also kept on the server under the contracts folder. Pastel order will be filed in Contracts Buy Outs Open Order file Stores Requisitions This will be completed when buy-outs are taken from stores & will accompany the written delivery note. Will be filed upon completion. Operating & Maintenance Manual Register Upon receipt of Electro Mechanical Contracts, the necessary information must be captured on the register in the correct worksheet. When Contracting Manager/Contract Manager requests manuals, information will be moved to the request worksheet. The Contracts Admin Assistant will compile the Operating & Maintenance manuals & request Company's Certificate Of Completion & Guarantee from Business Development & Internal Sales Consultant. Upon receipt of manuals a hand-over form will be issued to the Contracting Manager/Contracts Manger by means of Operating & Maintenance Document Control Register. Register to be sent as per procedure. Sub-Contractor Files Upon receipt of the Contract File, a Subby file must be compiled with the necessary documents. When Contracting Manager/Contracts Manager request a specific file, a printed delivery note will be requested form Debtors & Human Resources Administrator. The info will be captured in the delivery note register as well as the Installation register. The file will be distributed via the Document Circulation Control Register. Factory Works Order Contra Charges When a Factory Works Order is marked KO, it is either for a contra charge to a subby or a notification of an Order Change or Variation Order. A copy will be given to Financial Reports Administrator by means of Document Circulation Control Register. Quality Assurance When the General Contracts Assistant is sent to do a Quality Inspection, the necessary form must be completed with the correct information. The Quality Assurance register will be completed where the General Contracts Assistant must sign acceptance of documents. Upon return the photos will be downloaded & captured on the specific contract folder. The Quality Assurance register will then be signed & the General Contracts Assistant will be asked to report to the Contracting Manager. This register must be scanned & emailed as per procedure. Subby Allowance Breakdowns Once a week the Contracts Admin Assistant will make a list of all outstanding Sub Contractor Allowance Breakdowns & request them from the Debtors & Human Resources Administrator. Upon receipt, the document will be scanned & captured on the server. The Sub Contractor Allowance Breakdown will then be handed to the Contracts Co-Ordinator for processing. Deliveries of Buyouts Once a week all suppliers will be contacted for an update of deliveries. The info will be noted on the Pastel Purchase Order. Upon receipt of buyouts, the Contracts Admin Assistant will hand the necessary paperwork to the Stores Administrator. Slack thread to be updated upon receipt of items The Contracts Admin Assistant must ensure that the Stores Administrator returns the signed document within 2 days. A pastel suppliers invoice must be done immediately. The Contracts Admin Assistant to ensure that all queries with suppliers regarding invoices and prices to be resolved before month end. All invoices & statements to be captured in Documents Circulation Control Register and handed to the Production Office Assistant on or before the 7th of each month. Slack & Click Up Threads The Contacts Admin Assistant will initialize a Slack Channel for each new project received from Sales. Each Slack Channel will have the correct Threads opened as per Scope of Work. The Contracts Admin Assistant will ensure that all Slack threads are updated with the necessary information on a daily basis. The Contracts Admin Assistant will update Click Up upon distribution of all registers on a daily basis. Control of Sub Contractor Documents The Contacts Admin Assistant is responsible to keep the register with all the relevant Sub Contractors information up to date This entails the following: Sub-Contractor Agreement Entered into between the company and installer Letter of Goods Standing (if applicable) Medicals Annexure 3 Identification Documents Working At Heights The Contacts Admin Assistant will inform the Debtors & Human Resource Administrator when training or agreement is about to laps. Registers Cofab Smoke Curtain PO Status and Feedback by Contract Contracts Control of Hoisting Gear Socks Contracts Items in Stock Contracts Staff Tool and PPE List Control Register for Defective and Incorrect Material Deliveries from Suppliers Electrahertz Priority List Generator Key Outstanding Sub Contractor Allowance Breakdown Outstanding Site Instructions and Factory Work Orders Control Procedure and Control of Operating & Maintenance Manual SE Control Priority List on Control Panels Sub Contractor Register General Assisting the Contracts department with office duties as required. Matric Contracts Admin experience Computer literate

Location: Ekurhuleni, ZA

Posted Date: 9/19/2024