CONTRACTS ADMINISTRATION JOB RESPONSIBILITIES 1. Record client enquiry type and requirements 2. Prepare draft quotes / tenders and submit to for approval 3. Send quote / tender to clients and follow up 4. Update all records and results on quote register 5. Generate job sheet numbers on Blue Box for all approved projects 6. Communicate all approved projects through to the Contracting team 7. Read through site rules, meeting programs and tender documents to ensure compliance 8. Communicate all deadlines, site meeting dates and site rules through to the Contracting team - Update all contracting schedules on the Network - Invoicing forecast - Invoicing schedule - Invoicing projections - Quote enquiry register - Quote number register - GP Schedule - Work in progress schedule - Guarantee & Warranty schedule - Gannt Charts / Contract programs - Sales forecast 9. Liaise with clients and suppliers 10. Liaise with technicians and assistants 11. Draw up equipment lists, service contracts and guarantee periods 12. Prepare handover documents for SRM 13. Prepare operating and maintenance manuals for clients 14. Prepare EFT Payments and get them signed off by a director 15. Ensure that all time sheets are handed in by the technicians on a daily basis 16. Ensure that all time sheets are filled in correctly 17. Ensure that all PODs are handed in daily by the technicians 18. Ensure that all filing is kept up to date 19. Archive old filing 20. Prepare claim sheets and summary sheets for all projects 21. Complete Invoicing 22. Complete credit notes and get signed off by a director 23. Monitor retentions, rebates, discounts and payment structures 24. Follow up on debtors 25. Dispatch costs monthly 26. Book accommodation and prepare S&T allowance for staff sleeping out of town 27. Attend all Contracting meetings and type out minutes 28. Monitor costs and time worked on a project 29. Analyse jobs, profitability, allocation of resources etc. 30. Sales 2. SRM ADMINISTRATION JOB RESPONSIBILITIES 1. Attend to daily queries 2. Oversee and maintain buckets 3. Oversee and maintain costing queries 4. Oversee and maintain debtor queries 5. Other duties as required 3. PA TO THE COMPANY DIRECTORS JOB RESPONSIBILITIES 1. Diary management for the directors 2. Planning and organizing meetings and events 3. Minute taking 4. Typing of documents 5. Conducting research 6. Organizing travel and preparing travel itineraries 7. Act as the point of contact between the manager and internal/external clients 8. Filing 9. Handle requests and queries appropriately 10. Other adhoc duties as requested Relevant tertiary education Excellent communication and administrative skills Accuracy and high energy levels
