Summary of Responsibilities

The Contracts Administrator reports to the Service Delivery Coordinator. The purpose of the job is to assist the Service Delivery Coordinator with drafting and distribution of REN Services Agreements to customers, following up on the approval status of REN Services Agreements, quotations and client purchase orders. The incumbent is responsible for ensuring compliance with all document control processes.

Job Functions

Drafting and distribution of REN Services Agreements

• Verify with customer that the contact information of the college and the principal is up to date.
• Prepare first draft of REN Services Agreement, from a template, utilising the verified contact information. Ensure that the correct contract term is reflected on the draft agreement.
• Obtain up to date services information from the Service Delivery Coordinator, to be appended to the draft agreement.
• Obtain any other documentation that needs to accompany the draft REN Services Agreement, for e.g. quotations, before finalising the pack that needs to be sent to the customer.
• Send the draft agreement and accompanying documents to the customer, in PDF format, for comment.

Follow up and internal coordination

• Follow up with customer as to the status of draft agreements.
• Receive and collate agreements from customers where comments have been provided.
• Distribute the documentation internally for review.
• Upon completion of internal review, prepare final version of REN Services Agreement with management-approved changes. Distribute the document to management for signature.
• Send final version of document pack to the customer.
• Follow up with customer as to the status of the final agreement and approval of other relevant documents, in line with the timelines set out in the SOP.
• File the final version of the signed REN Services Agreement (as defined in the SOP) in the appropriate shared drive folder.
• Any other miscellaneous, ad hoc tasks that may be deemed appropriate.