Senior Contracts Administrator

Duties & Responsibilities

Leadership & People Management

• Supervise, guide, and support on-site administrative staff.
• Allocate work, monitor performance, and ensure service delivery meets contractual requirements.
• Manage attendance, overtime submissions, and PRP clocking records.
• Delegate tasks effectively and monitor completion.
• Provide administrative support to both Tsebo Facilities Solutions and Sun City Resort management teams.
• Promote a culture of accountability, professionalism, and customer service.

Procurement & Contract Administration

• Manage procurement administration processes and control documentation.
• Monitor and update:
• Purchase Request Control Sheets
• IFS/INFOR EAM systems
• Open Purchase Order Reports
• Receipted Not Invoiced Reports
• CAPEX Control Sheets
• Ensure procurement policies and procedures are followed at all times.
• Support supplier management and contract compliance.
• Escalate critical issues and contractual risks to management.
• Review the quality and accuracy of administrative outputs.
• Ensure transparent expenditure management and financial governance.
• Maintain a clean, organized, and efficient administrative environment.

Financial Management

• Ensure accurate and timely invoicing processes.
• Monitor supplier compliance with invoicing and service documentation requirements.
• Support budget monitoring and expenditure tracking.
• Assist with asset registration and warranty administration.
• Ensure costs are allocated to the correct divisions and cost centres.
• Manage adherence to invoicing deadlines and financial cut-off dates.
• Communicate and enforce contractual terms and payment conditions with suppliers.
• Identify and escalate financial risks for management actions

Training & Development

• Conduct training needs analyses where required.
• Assess employee performance and identify development opportunities.
• Facilitate on-the-job and off-the-job training.
• Promote continuous improvement and pride in quality work.
• Support the development of administrative and operational competencies within the team.

Reporting & Continuous Improvement

• Prepare management reports accurately and within required timeframes.
• Maintain all operational control sheets and reporting tools.
• Monitor performance indicators and administrative controls.
• Ensure precise record keeping and documentation management.
• Identify process improvement opportunities to enhance operational efficiency.

SHEQ Compliance & ISO Standards

• Comply with all Tsebo Safety, Health, Environmental and Quality (SHEQ) requirements.
• Support implementation of ISO 9001, ISO 14001, and ISO 45001 standards.
• Promote safe working practices and compliance across the team.
• Ensure adherence to company policies, procedures, and regulatory requirements.

Ad Hoc Responsibilities

• Undertake any reasonable duties requested by Sun City management, the Operations Manager, or the Site Engineering Manager.
• Provide administrative and operational support as required by the business.

Skills and Competencies

• Contract Administration and Governance
• Supply Chain Management
• Procurement Processes
• Supplier Relationship Management
• Financial Administration and Cost Control
• SLA Management
• Facilities Management Practices
• SHEQ and ISO Compliance
• Reporting and Data Analysis
• INFOR EAM / IFS Systems
• Microsoft Office Suite
• Report Writing
• Stakeholder Management
• Problem Solving and Analytical Thinking

Qualifications

Qualfication

• Grade 12 (Matric).
• Valid driver's license and own reliable transport.
• Proficiency in Microsoft Office applications.
• Diploma or Degree in:
• Supply Chain Management
• Procurement
• Finance
• Business Management
• Related field

Experience Requirements

• Minimum 5 years' relevant experience in:
• Contract Administration
• Procurement
• Supplier Management
• Budget and Financial Control
• Facilities Management
• Minimum 2 years' supervisory experience.
• Experience within facilities management, hospitality, or service-related environments will be advantageous.