Your functions in brief to our Contracting Manager shall include:Scan of Contract DocumentsRename & Capture on ServerFiling of said documents to ensure that all documents are circulated as per procedureCompleting of Requisitions & Distribution thereofCompiling of Operating & Maintenance ManualsCompiling of Sub-Contractor FilesDistribution, capturing and filing of Factory Works OrdersSupervising, controlling, and recording the Quality Assurance processPurchase orders & Monthly CreditorsSub-contractor Allowance Breakdown requested & processedFollow up with suppliers – re: DeliveriesInitializing of slack channels for new projects receivedOpening thread in slack channelsUpdating Click Up ChannelControl of Installer DocumentsScan of DocumentsFactory Works OrdersHand over Documents – Operating & Maintenance Manuals; Health & Safety FileDelivery NotesJob CardsSub-contractor Allowance BreakdownsQuality AssuranceRenaming of Scanned DocumentsAfter 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 DocumentsFactory 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 AdministratorRepairs 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 OrdersThe Contracts Admin Assistant will generate the order requisitions based on Project Costing SheetsThe Contracts Admin Assistant will process Pastel Purchase Orders upon receipt of authorized Purchase Order Requisitions from Contracting ManagerThe Contracts Admin Assistant will request quotations from relevant suppliers to compare with quotation received from SalesThe 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 fileStores RequisitionsThis will be completed when buy-outs are taken from stores & will accompany the written delivery note.Will be filed upon completion.Operating & Maintenance Manual RegisterUpon 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 Manager by means of Operating & Maintenance Document Control Register.Register to be sent as per procedure.Sub-Contractor FilesUpon 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 ChargesWhen 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 AssuranceWhen 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 BreakdownsOnce a week the Contracts Admin Assistant will make a list of all outstanding Sub Contractor Allowance Breakdown's & 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 BuyoutsOnce 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 itemsThe Contracts Admin Assistant must ensure that the Stores Administrator returns the signed document within 2 days.A pastel supplier's 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 ThreadsThe 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 DocumentsThe Contacts Admin Assistant is responsible to keep the register with all the relevant Sub Contractors information up to dateThis entails the following:Sub-Contractor Agreement Entered into between the company and installerLetter of Goods Standing (if applicable)MedicalsAnnexure 3Identification DocumentsWorking At HeightsThe Contacts Admin Assistant will inform the Debtors & Human Resource Administrator when training or agreement is about to laps.RegistersCofab Smoke Curtain PO Status and Feedback by ContractContracts Control of Hoisting Gear SocksContracts Items in StockContracts Staff Tool and PPE ListControl Register for Defective and Incorrect Material Deliveries from SuppliersElectrahertz Priority ListGenerator KeyOutstanding Sub Contractor Allowance BreakdownOutstanding Site Instructions and Factory Work Orders ControlProcedure and Control of Operating & Maintenance ManualSE Control Priority List on Control PanelsSub Contractor RegisterGeneralAssisting the Contracts department with office duties as required.
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